How to fill in this business proposal
- 1Business name
e.g. Kusina ni Rosa Catering - 2Business address
e.g. 31 Mabini St., Brgy. San Roque, Antipolo City, Rizal - 3Phone and email
e.g. 0927 845 1150 · kusinanirosa.catering@gmail.com - 4Proposal number
e.g. EV-2026-074 - 5Date
e.g. November 12, 2026 - 6Valid until
e.g. November 30, 2026
What a catering proposal should state
Event clients compare caterers on the menu, the inclusions and the price per head — and argue later about headcounts and cancellations. Put all of it in writing now.
- The event, date and exact hours of service, the venue and the expected number of guests.
- The full menu and every inclusion: tables, linens, chairs, waiters, styling, sound.
- The program of the day, from ingress to egress, so the venue and the host plan around it.
- Price per head times guests, plus each add-on, and the total in words.
- Down payment, the date of the final headcount, extra-guest charges and the cancellation rule.
Headcounts and down payments
Most caterers in the Philippines ask 50% to reserve the date and the balance a week before, and fix the final headcount 7 to 10 days ahead. Say what happens when more guests arrive than the final count — usually billed per head at the same rate — and what is refunded if the event is moved or cancelled.
Before you send it
Clients approve the proposals that are easy to check and hard to misunderstand.
- Use the client's own words for their problem in the background — it shows you listened.
- Every promise in the scope has a line in the timeline or the price; nothing is "free" by surprise.
- Give a validity date for the prices, and say what a change in scope costs.
- Number your proposals so a signed one can be traced to its invoice later.
Questions people ask
Should I charge per head or per package?
Per head for the food, so the price follows the guest count, and a fixed lot price for styling, sound and other add-ons. That way a change in headcount changes only one line.
What is the difference between a proposal and a quotation?
A quotation lists prices. A proposal also explains the client's need, what exactly you will do, the schedule and the terms — it is what you send when the client is choosing between suppliers on more than price. Both end with a conforme the client signs to accept.
Does a signed conforme make it a contract?
Yes, in practice: an offer accepted in writing binds both sides to what it says (Civil Code, Art. 1319). That is why the scope, the payment terms and the cancellation rule should be clear. For large or long jobs, follow it with a full service agreement.
Should I state VAT?
Always say whether prices are VAT-inclusive, exclusive of 12% VAT, or that you are non-VAT. The client's accounting needs to know what your sales invoice will show.
Can I reuse my letterhead and terms?
Save the proposal to My Desk. Next time open it, change the client, the scope and the prices, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.