Free catering order template for restaurants

Start with one complete order record

A catering order form should give the counter, kitchen and handoff team the same version of the event. Start a record when the inquiry arrives, even if the menu or price is not final. Give the order a reference and name one person who can confirm changes.

This printable template is intended for restaurant operations. It is not a customer contract, payment processor or substitute for your restaurant’s own policies.

What to include on the form

Separate the person placing the order from the person receiving it. For delivery, an office contact may approve the order while another person meets the driver. Record both roles rather than assuming they are the same.

• Customer name, contact details and order reference.
• Event date, guest count, service time and ready-by time.
• Menu items, quantities, tray sizes and agreed substitutions.
• Pickup location or delivery address, receiver and access instructions.
• Agreed price, charges, deposit and payment status.
• Assigned owner, approval date and latest revision.

Confirm before sending the order to the kitchen

Read the order back to the customer and resolve missing quantities, timings or delivery details. Keep unanswered questions visible. Do not treat an inquiry as a confirmed order just because a form has been filled in.

Use a final version for prep. If an item changes later, update the record, note who approved it and tell the people affected. Keep the kitchen prep checklist and pickup checklist with the same order reference.