Catering Contracts and Menu Approvals, Signed Online
Catering depends on numbers that change until the last minute: guest counts, menu choices, dietary restrictions and service times. The caterer who gets those numbers confirmed in writing is the one who orders the right amount of food and bills the right amount at the end. Codec Document helps caterers send contracts, menu approvals and final counts that clients sign from their phones.
Guest counts drop, and the food is already ordered
A client books for 150 guests, confirms 140 by phone and on the day 110 arrive. The client expects to pay for 110. You ordered, prepared and staffed for 140. Without a signed final count with a stated guarantee policy, you absorb the difference. The same problem appears with menu changes after purchasing, allergy information given verbally and cancellations a week before the event.
How it helps caterers
Catering contracts with deposits
Date, service style, deposit, payment schedule and cancellation terms, signed when the client books.
Menu approvals
The final menu, with prices per guest, signed by the client before you order ingredients.
Final guest count guarantee
The guaranteed number and the deadline to change it, signed by the client, so the invoice matches what you prepared.
Dietary and allergy information in writing
Allergies and dietary needs confirmed and signed, so the kitchen works from the right information.
Food service contracts and state rules
Catering contracts mix goods and services, and courts typically decide whether Article 2 of the Uniform Commercial Code applies by looking at the predominant purpose of the contract. Under UCC § 2-201, contracts for the sale of goods of $500 or more generally must be evidenced by a signed writing. Caterers are also licensed and inspected under state and local food codes, many based on the FDA Food Code, which covers consumer advisories for raw or undercooked foods. Electronic signatures are valid under the ESIGN Act, 15 U.S.C. § 7001.
The count that changed on Friday
A caterer in Arizona handled a corporate lunch booked for 120 people. The client signed a final count of 115 ten days before the event, with a clause guaranteeing payment for that number. On the day, 85 people attended and the client asked for an adjusted invoice. The caterer sent the signed final count and the guarantee clause. The client paid for 115 and booked the next event with a more careful count.
What to put in writing for every event
- The date, service style, service times and venue access.
- The menu and price per guest, approved before ingredients are ordered.
- The guaranteed guest count and the deadline to change it.
- Allergies and dietary needs, confirmed in writing.
- The deposit, payment schedule and cancellation terms.
- Staffing, rentals, cleanup and any service charge or gratuity.
Questions people ask about this
Can clients approve menus from their phones?
Yes. Send the menu as a document; the client reviews and signs from their phone.
Can I include a guarantee policy?
Yes. State the guaranteed count and the deadline to change it in the contract or in a separate final count form.
Can corporate clients sign with two approvers?
Yes. Add each approver as a signer; the document completes when the last one signs.
Can I brand documents with my logo?
Yes. Your logo and business details appear on every contract and menu.
Should I charge a service charge or leave gratuity to the client?
Either can work, but state it clearly in the contract. Several states and cities treat service charges and gratuities differently for tax and wage purposes, and clients often confuse the two. Writing the percentage, what it covers and whether it goes to staff avoids an awkward conversation at the end of the event.