Start with the event scope, then separate portions, staff-hours, and fixed services. Recalculate only the lines affected under stated assumptions. Keep the known subtotal separate from charges and terms that have not been confirmed.
Specify the service being priced
Docelf's catering guidance describes per-person quantities, combined staff-hours, separately charged services, and checking affected lines when headcount changes. It also distinguishes the offer's valid-until date from the final-count deadline. The numbers and event below are original fictional examples, not vendor rates or a booking offer. Docelf's catering quote guidance
The sample is a lunch event on October 23, 2026, with service from 12:00 to 13:00 UTC. The requested count is sixteen meal portions. Use [AUTHORIZED MENU TO BE SUPPLIED] and [VENUE TO CONFIRM] until the actual provider supplies them. Keep UTC visible in this example; an actual client-facing service time needs the agreed event time zone.
Staffing is two staff members working three hours each, including setup and clearing. That is six staff-hours, not two staff-hours or three. The service hour does not replace the separately defined staffing scope. Delivery is a single fixed charge in this illustrative calculation.
Show the unit and extension on every line
| Line | Quantity and unit | Illustrative USD rate | Amount |
|---|---|---|---|
| Meal portions, authorized menu pending | 16 portions | $18 per portion | $288 |
| Staffing, two people × three hours | 6 staff-hours | $22 per staff-hour | $132 |
| Fixed delivery | 1 fixed service | $40 | $40 |
| Known subtotal | — | — | $460 |
The arithmetic is 16 × 18 = 288, 6 × 22 = 132, and 288 + 132 + 40 = 460. These are illustrative rates. They are not recommended market prices or a final payable total. Actual tax, additional charges, booking terms, and payment terms remain [TO CONFIRM].
Ask the provider to identify what delivery includes and who supplies tables or other event arrangements. Do not assume that the fixed charge includes equipment, venue setup, or a particular delivery distance. Avoid duplicating a service as a separate line if the actual approved package already includes it.
Compare the twenty-portion revision conditionally
If the provider confirms that the same menu, six staff-hours, and fixed delivery scope remain suitable for twenty portions, the changed meal line is 20 × 18 = $360. Staffing remains $132 and delivery remains $40. The revised known subtotal is $360 + $132 + $40 = $532, an increase of $72.
| Scenario | Meal amount | Staffing | Delivery | Known subtotal |
|---|---|---|---|---|
| 16 portions | $288 | $132 | $40 | $460 |
| 20 portions, conditional unchanged scope | $360 | $132 | $40 | $532 |
The $72 change belongs to the four extra portions. It is not a 25% increase to the entire quote. More guests may change staffing or service capacity in an actual event; the example does not establish that the original staffing is sufficient. Reconfirm capacity and scope before turning this scenario into a revised offer. If another line changes, name the reason and calculate it using its own unit.
Keep the two deadlines and the decision separate
This sample has an offer-valid-until date of October 16 and a final-count deadline of October 19. They are distinct fictional planning dates. The first governs the sample offer's acceptance window; the second identifies when the count needs to be finalized. Neither records that a customer accepted, and a later count deadline does not automatically extend the offer window.
The quote review sheet should keep fields for actual provider details, client/event identity, menu reference, service and staffing scope, venue arrangements, both deadlines, unresolved charges, and actual acceptance. Leave unsupplied fields unresolved. Any dietary or allergen requirements and the provider's response must come from the actual parties; this example supplies no food-safety or suitability assurance.
Copy this prompt for the quote and revision sheet
Create a complete US English catering quote review draft and headcount revision sheet, all clearly fictional and not sent/accepted/booked. Include event scope,line-item table,calculation comparison,distinct deadlines,missing-confirmation checklist and blank actual acceptance fields.
Event October23,2026,lunch service12:00-13:00UTC. Authorized menu placeholder and venue TO CONFIRM. Actual client-facingtimezone,venue/tables/servicearrangements must be supplied by provider.
Base16mealportions at illustrative$18 each=$288;2staff each3hours including setup/clearing=6staffhours at$22=$132;fixed delivery1 at$40. Knownsubtotal$460,notfinalpayabletotal. Tax/additionalcharges/booking/paymenttermsTOCONFIRM;no inventeddeposit/taxpolicy.
Revision20portions atsame$18=$360. Only under explicit providerreconfirmation thatmenu,capacity,6staffhours anddeliveryscope remainunchanged:knownsubtotal$532,delta$72. Do notapply25%toalllines orclaim two staff suffice automatically. If scope changes,request affectedline details and recalculate itsownunit.
Offer valid untilOctober16;finalcountdueOctober19:distinctfictionalplanningdates,notuniversalpolicy orautomaticexpiryextension. Blank acceptance staysblank. Record actual authorizedmenu andservice scope;no fabricateddietary/allergen/food-safety assurance. No fakeclientdata/workinglinks,order/send/book/paycontrols orguaranteedavailability.
If proposing an HTML scenario comparison,preserve separate portion/staffhour/fixed units and assumptions;implementation/testingpending. Maintainactualquote/acceptance inprovider'snormalworkflow.
Review the revision in NOS
NOS can save and render a prepared HTML copy of the two scenarios and their confirmation checklist. Use it to compare the changed meal line with the unchanged assumptions after any proposed local controls are built and tested. Keep the actual quote, provider confirmations, and client decision in the normal quoting workflow.
Finish with the $72 portion change explained and every unchanged service explicitly reconfirmed before the revised quote becomes an offer the client can rely on.