Getting a catering quote can seem a little daunting, but it doesn’t have to be! This article will guide you on How To Write An Email Asking For A Catering Quote that’s clear, concise, and gets you the information you need. Whether you’re planning a small get-together or a large event, a well-written email is the first step towards delicious food and a successful event. Let’s break down how to craft the perfect request.
Understanding Your Needs Before You Email
Before you even open your email program, take a moment to think about what you need. The more information you provide upfront, the more accurate the caterer’s quote will be. This preparation includes:
-
Event Details:
- Date
- Time
- Location (address)
- Approximate number of guests
-
Catering Preferences:
- Type of event (e.g., wedding, corporate lunch, birthday)
- Desired meal style (e.g., buffet, plated, cocktail reception)
- Any dietary restrictions or preferences (e.g., vegetarian, gluten-free)
-
Budget (Optional): While not always necessary, providing a budget range can help caterers suggest options within your price point.
Providing this information upfront saves time and ensures you get a quote that fits your needs.
Email Examples
Initial Inquiry - Basic Information
Subject: Catering Quote Request - [Your Event] - [Date]
Dear [Caterer Name],
My name is [Your Name], and I’m planning an event on [Date] at [Time] at [Location]. I’m expecting approximately [Number] guests.
Could you please provide a quote for your catering services? We are interested in [briefly describe event and meal style, e.g., a buffet-style lunch].
Please let me know what information you need from me to provide a detailed quote.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Detailed Inquiry - Specifying Preferences
Subject: Catering Quote Request - Corporate Lunch - June 10th
Dear [Caterer Name],
My name is [Your Name], and I am organizing a corporate lunch for approximately 50 employees on June 10th, 2024, from 12:00 PM to 1:00 PM at [Location: Address].
We are interested in a buffet-style lunch with a variety of options. Please consider including:
- Sandwich Platter
- Salad bar with vegetarian options
- Dessert options
- Drinks (water, iced tea)
We also need to provide vegetarian options. Please also mention any possible add-ons such as waiters or servers.
Could you provide a detailed quote including pricing per person?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Requesting a Quote with a Budget
Subject: Catering Quote Request - Birthday Party - [Date]
Dear [Caterer Name],
I’m planning a birthday party for [Number] people on [Date] at [Time] at [Location]. We’re looking for a buffet-style dinner.
I’m aiming to stay within a budget of $[Budget Range] total for food. Could you provide a quote based on this budget?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Following Up on a Previous Inquiry
Subject: Following up - Catering Quote Request - [Your Event] - [Date]
Dear [Caterer Name],
I hope this email finds you well.
I’m following up on my previous email regarding a catering quote for my event on [Date]. I haven’t yet received a quote, and I wanted to check if you had any questions or needed any additional information from me.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Inquiry About Dietary Restrictions
Subject: Catering Quote Request - Wedding - [Date] - Dietary Restrictions
Dear [Caterer Name],
My name is [Your Name], and I am planning a wedding on [Date] at [Location].
We will have guests with different dietary requirements and preferences, including:
- Vegan
- Vegetarian
- Gluten-free
Could you please provide a quote for a menu that accommodates these requests?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Asking For a Tasting
Subject: Catering Quote Request - Corporate Lunch - [Date] - Tasting Inquiry
Dear [Caterer Name],
I’m planning a corporate lunch for around [Number] people on [Date] at [Time] at [Location].
We are very interested in your services. To get a better idea of your menu, would it be possible to arrange for a tasting before the event? If so, please let me know what the options would be and your availability.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Including a Specific Menu Request
Subject: Catering Quote Request - Graduation Party - [Date] - Specific Menu
Dear [Caterer Name],
I’m planning a graduation party for [Number] guests on [Date] at [Time] at [Location]. We are interested in a buffet-style meal.
We are particularly interested in a menu that includes:
- Grilled chicken
- Pasta salad
- Vegetable skewers
- Dessert (e.g. cupcakes, ice cream)
Could you please provide a quote for a menu that includes the items above?
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
When requesting a catering quote, it’s crucial to provide as much detailed information as possible. This includes the date, time, location, estimated number of guests, and desired meal style. Clearly communicating your needs helps caterers provide accurate pricing and menu options. Don’t hesitate to ask questions to gain clarity and find the perfect caterer for your event.