5 Great Catering Inquiry Email Templates To Copy & Paste

That first email to a potential client is your digital handshake—it can make or break a new catering opportunity.

Having a reliable template to work from streamlines the process, ensuring your inquiry is both professional and comprehensive. Below are five distinct templates designed to help you confidently reach out and book your next event.

Tips for Writing Catering Inquiry Emails

• Do your homework. A little personalization goes a long way. If you’re emailing about a wedding, mention the venue. For a corporate client, reference a recent company milestone. It shows you’ve put in the effort and aren’t just sending a generic blast.
• Lead with the visuals. Catering is a feast for the eyes. Before they ever taste your food, they’ll see it. Link to a curated gallery or a beautifully designed menu. A single, high-quality photo of your work is often more compelling than paragraphs of description.
• Make the next step obvious. Don't end your email with a vague "let me know." Guide them to the next action. Suggest a brief 15-minute call and offer a few specific time slots, or provide a direct link to your booking calendar. Make it easy for them to move forward.
• Frame it around their event. Instead of just listing what you offer, connect your services to their specific needs. Explain how your passed appetizers can encourage mingling at a networking event or how a buffet setup can create a relaxed vibe for a company picnic. Focus on the experience you'll help create.

Types of Catering Inquiry Email Templates We Will Cover

1. Event Catering Request Email Template
2. Wedding Catering Inquiry Email Template
3. Corporate Catering Proposal Email Template
4. Menu Customization Inquiry Email Template
5. Catering Service Availability Email Template

5 Catering Inquiry Email Templates

1) Event Catering Request Email Template

<template>

Subject: Catering Inquiry for [*Event Name*]

Hi [*Client Name*],

My name is [*Your Name*] from [*Your Catering Company*]. I'm reaching out because I saw you are planning the [*Event Name*] on [*Date of Event*], and I wanted to see if you’ve secured a caterer.

We specialize in creating food experiences for events like yours. Based on the details of your event, I believe our [*mention a specific service or menu style, e.g., interactive food stations or family-style dining*] would be a perfect fit. You can see examples of our work in our event gallery here: [*Link to Portfolio or Gallery*].

I’ve attached our current event menu for you to look over. Are you available for a quick call next week to discuss how we can help make your event a success?

Best,

[*Your Name*]

[*Your Position*]

[*Your Catering Company*]

[*Your Phone Number*]

[*Your Website*]

</template>

2) Wedding Catering Inquiry Email Template

<template>

Subject: Creating the Perfect Menu for Your Wedding on [*Wedding Date*]

Hi [*Couple's Names*],

Congratulations on your engagement! My name is [*Your Name*] from [*Your Catering Company*]. I saw you are planning your wedding at [*Venue Name*] on [*Wedding Date*] and wanted to introduce our services.

We specialize in crafting bespoke wedding menus that reflect each couple's unique story. We believe the food should be as memorable as the day itself. You can see how we’ve helped other couples bring their vision to life in our wedding gallery: [*Link to Wedding-Specific Gallery*].

I have attached our wedding catering guide for you to look over. Are you available for a brief call next week to discuss your ideas for the big day?

Best wishes,

[*Your Name*]

[*Your Position*]

[*Your Catering Company*]

[*Your Phone Number*]

[*Your Website*]

</template>

3) Corporate Catering Proposal Email Template

<template>

Subject: Catering Proposal for [*Company Name*]'s [*Event Type*]

Hi [*Client Name*],

My name is [*Your Name*] from [*Your Catering Company*]. Following up on our conversation, I've put together a proposal for your upcoming [*Event Type, e.g., team lunch, holiday party*] on [*Date of Event*].

We understand the importance of providing a seamless and impressive food experience for your team and clients. Our corporate catering services are designed to be efficient and professional, allowing you to focus on the event itself. The attached proposal outlines menu options and pricing tailored to your needs.

Please let me know if you have any questions after reviewing it. I'm available to connect this week to walk through the details and discuss any adjustments.

Best,

[*Your Name*]

[*Your Position*]

[*Your Catering Company*]

[*Your Phone Number*]

[*Your Website*]

</template>

4) Menu Customization Inquiry Email Template

<template>

Subject: Menu Customization for Your [*Event Name*]

Hi [*Client Name*],

Thank you for your interest in our catering for your [*Event Name*]. I understand you're looking for something tailored specifically to your event, and that's exactly what we specialize in.

Our existing menus are a great starting point, but we truly enjoy creating custom dishes that align with our clients' vision. Are you looking to incorporate a specific theme, accommodate dietary needs like [*e.g., gluten-free, vegan*], or even recreate a meaningful dish? Let us know what you have in mind.

I am available for a brief call next week to discuss your ideas and begin designing a menu that is uniquely yours. Please let me know what time works best for you.

Best,

[*Your Name*]

[*Your Position*]

[*Your Catering Company*]

[*Your Phone Number*]

[*Your Website*]

</template>

5) Catering Service Availability Email Template

<template>

Subject: Re: Catering Availability for [*Date of Event*]

Hi [*Client Name*],

Thank you for reaching out about your [*Event Name*]. I’m writing to confirm that we are available on [*Date of Event*].

To move forward, could you please provide a few more details about your event, such as the estimated guest count and venue? This will help us put together a preliminary proposal for you. In the meantime, you can explore our menu options here: [*Link to Menu*].

I am also available for a brief call to discuss your vision. You can book a time that works for you directly on my calendar: [*Link to Booking Calendar*].

Best,

[*Your Name*]

[*Your Position*]

[*Your Catering Company*]

[*Your Phone Number*]

[*Your Website*]

</template>

What About Using Flodesk?

Having these five templates is a great start, but the right tool can make sending your catering inquiries even more impactful. Flodesk provides intuitive email marketing tools specifically for small businesses, helping you grow your client list and book events effortlessly. You can create, send, and automate professional emails that engage potential clients without needing any coding or design experience.

Our platform is designed for simplicity and effectiveness. With a straightforward email builder, powerful automation capabilities, and clean, modern forms, we give you everything you need for your email marketing. Flodesk empowers business owners to send beautiful, effective emails that drive results, removing the complexity often associated with email software.

Wrapping Up

A well-crafted email is the first step to securing your next catering gig. These templates provide a solid foundation for clear and professional communication with potential clients.

Flodesk helps you send emails that look as good as your food tastes, turning inquiries into booked events. Sign up to start building your business with emails that get noticed.