Customer Communication Checklist for Caterers

Caterers are often in loud kitchens or at events and can't answer the phone. SkipCalls ensures you never miss a $5,000 wedding lead while you're plating appetizers.

You need the event date, estimated guest count, and venue location to even know if you are available for the job.

Provide a quick breakdown of your per-person pricing ranges (e.g., $15-$40 for lunch) so clients know your budget fit before the first meeting.

Once you confirm availability, book a 15-minute call to discuss their vision, whether it's a casual buffet or a formal plated dinner.

Early communication about severe nut allergies or vegan requirements prevents massive headaches during the proposal stage.

Your Banquet Event Order (BEO) should list every menu item, service style, and the total cost including gratuity and taxes.

Never block off a date on your calendar until the deposit (usually 25-50%) is paid and the contract is signed.

Ask the venue or client if there is a functional oven, prep space, or if you need to bring mobile burners and hot boxes.

Communicate your policy on when the 'final guarantee' guest count is due—usually 7 to 14 days before the event.

Get the final number in writing so you can order the exact amount of protein and produce needed for the event.

Ensure every chef knows exactly which plates are gluten-free, dairy-free, or nut-free to prevent medical emergencies.

Text or email the venue contact to confirm exactly when you can arrive to start setting up your prep station and buffet.

A quick message to the client saying, 'Chef Sarah and the team are excited for tomorrow!' builds massive trust before you arrive.

Confirm the exact timing for the first course, main entree, and cake cutting so your food stays at the perfect temperature.

Tell the client when your van is leaving the kitchen so they aren't stressed about their lunch arriving late.

Upon arrival, find the person in charge so you know who to ask for quick decisions regarding table placement or timing changes.

Use cards to identify common allergens (GF, DF, V) so guests don't have to interrupt the service staff with questions.

Tell the host 15 minutes before you pull the buffet or clear the tables so they can get seconds if they want.

Clearly explain if you are leaving food behind and how the client should safely store and reheat it.

Bill for any last-minute additions (like extra guest count or bar service) while the event is fresh in their mind.

Send a thank-you text with a link to your Google Business profile; 5-star reviews are the lifeblood of a catering business.

For corporate clients or annual parties, set a reminder to call them 11 months from now to book the next one.