Client Retention Scripts

Client Retention Call Scripts for Caterers

In the catering world, your next $5,000 booking usually comes from someone who has already tasted your food. These scripts are designed to help you turn a one-time event into a recurring revenue stream without spending all day on the phone. By staying in touch with your past clients, you ensure that you are the first person they call when their next board meeting or family celebration comes up.

48-Hour Post-Event Check-In

Use this call two days after a private party or corporate lunch to ensure the client was satisfied with the food and service.

Hi [Client Name], it is [Your Name] from [Catering Company]. I am calling to see how everything went with the dinner on Saturday. I especially wanted to hear how the guests liked the braised short ribs and if the portion sizes were right for your group. We really enjoyed serving your family and want to make sure the cleanup and service met your expectations. Is there anything we could do even better for your next $1,000 event?

Tips for this scenario

-Ask about a specific dish to show you remember their custom menu.
-If they mention a minor issue, offer a small credit toward their next booking immediately.

Common Mistakes to Avoid

!Answering the phone with a loud kitchen or clinking plates in the background.

!Failing to ask for the guest count and dietary restrictions during the first minute of the call.

!Not following up on a sent quote within 24 hours, allowing the client to call a competitor.

!Using technical kitchen jargon that the client doesn't understand instead of describing flavors.

!Forgetting to ask 'How did you hear about us?' which helps track which marketing is working.

Pro Tips

1.Keep a 'Client Preferences' log in your CRM to remember that a specific corporate client hates cilantro or only drinks sparkling water.
2.If you are in the middle of a high-stress plating for a $10,000 wedding, use SkipCalls to answer your new inquiries so you don't lose the lead while your hands are full.
3.Always confirm the final guest count exactly 72 hours before the event to ensure your food costs are accurate.
4.When a client says you are 'too expensive,' break down the price per person to show them it is often cheaper than a sit-down restaurant.
5.Send a photo of the finished grazing table or plated entree to the client 15 minutes before the event starts to build excitement.

Frequently Asked Questions

When is the best time to call a past catering client?

For corporate clients, Tuesday through Thursday between 10:00 AM and 11:30 AM is best, before the lunch rush hits. For residential clients, early weekday evenings are usually more successful.

What if they say they found a cheaper caterer?

Don't lower your price immediately. Instead, explain the quality of your ingredients and the fact that you include service staff and cleanup. Focus on the 'stress-free' experience you provide.

How often should I follow up with a lapsed client?

A good rule of thumb is once every three to four months. Use seasonal menu changes or upcoming holidays as a natural reason to reach out without sounding pushy.

Should I text or call my catering clients?

Use phone calls for high-value event planning and post-event feedback. Use text messages for quick logistical updates, like 'We are 15 minutes away with the delivery.'

Never Miss a $20,000 Wedding Booking Because Your Hands Were in the Dough

Caterers are often too busy cooking to answer the phone. SkipCalls provides a professional AI receptionist that books tastings and answers menu questions 24/7 for just $19.99/month. Don't let your competitors win the date just because they answered the phone first.

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