Phone Scripts
Phone Script Templates for Caterers (2026)
Catering calls are time-sensitive because event dates are fixed—and you’re usually mid-prep, on a hot line, or serving when the phone rings. These scripts help you quickly lock the date, qualify the event, set expectations on pricing, and avoid the “I’ll call you back” trap that loses you to faster caterers.
New Inquiry (Wedding Catering) — Qualify + Hold the Date
Use when someone calls asking if you can cater their wedding and you need the key details fast.
“Thanks for calling—this is [Your Name] with [Company]. I’m probably in the kitchen, so I’ll ask a few quick questions to see if we’re a fit. What’s your wedding date, venue, and guest count estimate? Are you looking for drop-off, buffet, or plated service—and do you need bartending or rentals like linens and china? For weddings, we usually start around $5,000 and can go up to $20,000 depending on service style and menu. If you share your budget range and any must-have dishes, I can tell you what’s realistic and hold a tentative spot while we quote. What’s the best email and phone number to send the menu options and a quick estimate today?”
Tips for this scenario
- -Ask for date + venue first—availability is your fastest “yes/no.”
- -Use service-style language (drop-off/buffet/plated) so they self-sort into the right price tier.
- -Always capture email + guest count so you can send a same-day estimate and lock momentum.
Common Mistakes to Avoid
!Quoting before you confirm the basics: date, guest count, service style (drop-off vs staffed), and venue rules.
!Saying “we can do anything” instead of offering 2–3 menu paths (taco bar, BBQ, Italian, plated) that match their budget.
!Not asking about dietary needs until the end—then you have to rebuild the menu or risk a safety issue.
!Failing to name what’s included (chafers, serving utensils, disposable plates, setup, staffing), which leads to surprise costs and complaints.
!Letting calls end without a next step (proposal sent today, tasting scheduled, deposit link sent), so the client books a faster caterer.
