Ready-to-Use Templates
Copy these templates and customize them for your needs. Each includes HTML and plain text versions.
Following up on your catering proposal — {{companyName}}
Hi {{firstName}}, I wanted to check in on the proposal for your {{eventType}} on {{eventDate}}.
Booking confirmed — {{companyName}} for your {{eventType}} on {{eventDate}}
Your catering is booked! Here's everything confirmed for your event.
Menu selections due {{menuDeadline}} — {{companyName}} catering
Your menu for {{eventDate}} needs to be finalized by {{menuDeadline}}. Here's how to choose.
How did we do at your {{eventType}}, {{firstName}}?
We'd love your feedback on the catering for your event. Takes less than 3 minutes.
Best Practices
Follow up on proposals within 3 days — any longer and the client may have booked someone else
Include all event details in booking confirmations so nothing falls through the cracks
Send menu deadline reminders with enough lead time to source fresh ingredients
Ask for feedback within 2 days of the event while the experience is fresh
Include a referral incentive in post-event emails to generate new business
Keep a personal tone — catering is a relationship business
Common Mistakes
Not following up on proposals and hoping clients will respond on their own
Sending vague booking confirmations without dates, times, and payment schedules
Giving clients too short a deadline for menu selections
Not collecting feedback and repeating the same service mistakes
Using overly formal language that feels impersonal for a food-related business
Forgetting to mention dietary accommodation options in menu reminders
Subject Line Examples
Timing & Performance
Personalization Tips
Catering companies manage dozens of moving pieces for every event, and clear email communication keeps everything on track. From the first proposal to the post-event follow-up, professional emails help you win more bookings, prevent miscommunication, and build a reputation that generates referrals.
These four templates cover the essential catering communications: following up on proposals before clients book a competitor, confirming bookings with every detail documented, reminding clients to finalize menus on time, and collecting feedback that helps you improve event after event.
Sequenzy automates the entire client communication timeline. Set up these templates, connect them to your booking system, and let automation handle follow-ups, confirmations, reminders, and feedback requests. Start with 1,000 free emails per month and focus on what you do best — creating amazing food.
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Frequently Asked Questions
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