Form templates / Restaurants & Hospitality
Catering Request Form
A catering request form for a restaurant has to establish whether the job fits around service. Date, time, covers and whether you're delivering or staffing it.
For restaurants, cafés, bars, hotels and hospitality teams.
The clash with your own service is the first question
A restaurant's catering constraint isn't the kitchen's capability - it's the Saturday lunch already booked. A hundred covers for delivery at 11am is possible; the same at 1pm is not, and the difference is invisible in an enquiry that just gives a date.
So this template asks for the service time explicitly, and asks whether staff are needed on site. That second answer decides whether you're sending food or sending people, which is a completely different quote and a completely different rota.
Quote faster than the person they emailed second
Most guests ask two or three businesses at once, and the first useful reply usually wins. What slows you down is rarely the pricing - it's not knowing enough to price it.
This template asks the handful of things that decide the number, so the first thing you send can be a real quote instead of a request for more detail.
Bookings and enquiries while the phone is unanswerable
Service is exactly when you can't take a call, and exactly when people decide where to eat. A form takes the request with the date, the covers and the dietary needs while your hands are full.
For private hire and functions it matters even more: those enquiries need a dozen details, and the guest would far rather type them than be quizzed.
One link, on every channel
Put it behind "Get a quote" on your site, in your email signature, in your Google Business profile and on a card. Same form, one place the answers land, no lead lost because it arrived at the wrong inbox.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Your name
- Email address
- Phone number
- Company or organisation
- What's the occasion?
- Date
- What time should food be served?
- How many guests?
- Where?
- Venue address, if not here
- Service style
- What's needed?
- Dietary requirements expected
- Any allergy details
- Do you need our staff on site?
- Would you need any of these?
- Budget per head
- Anything else?
More Restaurants & Hospitality forms
Questions
Should I quote per head or per job?
Per head for food, per job for staff and equipment. Splitting them makes a quote much easier to adjust when the guest count moves - which it always does.
How do I handle last-minute enquiries?
State your minimum notice on the form. It stops the calls you can't help with and makes the ones you can much easier to price.
Can I ask for photos or files?
Not yet - uploads are on the roadmap. In the meantime, most people ask for a link to photos, or reply to the response with an email asking for them. Everything else about the job is captured here.
Can I see where each quote request came from?
Yes. Add a hidden tracking parameter to the link (for example one link on your site and another on your Google profile) and it's stored with the response.
How fast can I put this live?
About a minute. Pick the template, change the wording, press save - saving is publishing - and you get a link to share.
Does this replace a booking system?
No - it collects requests you confirm, which suits private hire, functions and smaller rooms. If you need live table availability, keep your booking system and use forms for the enquiries it handles badly.
Publish your catering request form today
Start from this template and change anything you like. Free to begin.