A catering enquiry often starts with a single line: "We need food for a function next month, how much?" It's a natural question, and it's almost impossible to answer well. A caterer who quotes on that message is guessing, and the client will either accept a number that changes later or move on to someone else.
The fix is to ask for the details first. A catering website can ask for them in the enquiry itself, so the first conversation starts with the facts. Here are the six that matter most.
1. The date and the time
The date decides your availability and your staffing. The time decides when food is served and how long the event runs. Ask for both, and for any setup time you need at the venue.
2. The guest count
Ask for a number, and a range if the client isn't sure. Explain that the count can change, and that the quote will be based on the number at the time of the final confirmation. Clients who understand this tend to give better estimates early on.
3. The venue and the city
A venue with no lift, a rooftop with no power point or a site far from your kitchen all change what you need to bring. Ask for the venue name, the locality and whether the client has the venue confirmed. If the event is at home, ask whether there's a kitchen or whether everything must be set up on site.
4. The menu and the cuisine
Some clients know exactly what they want. Others want suggestions. Ask which cuisine, whether they want a set menu or a choice of dishes, and whether there are any special requests, such as Jain food or a dish for a child.
5. Veg, non-veg or both
Ask this directly and early. A mixed menu needs separate preparation, service and sometimes separate counters. A client who wants both should say so, and you should be clear about how you separate them.
6. The budget range
Asking for a budget can feel awkward, but it saves time for everyone. Ask for a range per guest, or a total range, and explain that the range helps you suggest a menu that fits. Clients who won't share a budget can still be asked for the other five details.
Put the questions on the website
An enquiry form that asks these six questions does most of the work for you. Keep the form short, put the questions in a logical order and say why you're asking each one. A line such as "This helps us suggest a menu that fits your event" makes most clients willing to answer.
If you prefer WhatsApp, use a short template message with the same six questions, so the client can answer them in one reply.
Quick checklist
- Ask for the date and time, and the setup time you need at the venue.
- Ask for a guest count, and explain that the count can change before the final confirmation.
- Ask for the venue, the locality and whether the venue is already confirmed.
- Ask about the cuisine, whether the client wants a set menu or a choice, and any special requests.
- Ask directly about the veg and non-veg split, and how each is served.
- Ask for a budget range per guest or in total, and explain why it helps.
What to do next
The catering websites page shows how an enquiry section, the menu and the event types usually fit together. A business website is the right base for your catering business, and the business websites page explains how one is laid out. Decide your six questions first, then design the enquiry around them.