13 Communications Letters

Catering Communication Letters/Catering Sales Letters

In catering, communication letters are essential for clear coordination with clients, vendors, staff, and venues. Here are some key tips and types of communication letters you may need, along with best practices for each:

Introduction/Proposal Letter

Purpose: Introduce your catering services and outline what you can offer for a specific event.

Tips:

• Personalize it with the client’s name and event details.
• Include a brief overview of services (menus, staffing, setup, etc.).
• Mention your credentials or past experience with similar events.
• Be professional but warm to build rapport.
• Create interest in your company
• No more than two pages
• Focus on ideas
• Include theme and menu choices
• Probably a variety of options in various price ranges
• Be realistic and creative
• Highlight value, quality and advantages of using your company.
• Highlight Your Goals, Features, Value  and Advantages:Highlight Quality
  • awards
  • certification
  • staff background

  Highlight Your Service

  • testimonials
  • employee training program
  • equipment

Quotation Letter

Purpose: Provide pricing and detailed breakdowns after a proposal is accepted or requested.

Tips:

• Clearly list each item/service and its cost.
• Include terms (payment schedules, deposit amounts, cancellation policy).
• Mention validity period of the quote.
• Avoid vague pricing – clarity avoids disputes later.

Confirmation Letter

Purpose: Officially confirm the booking of the event with agreed details.

Tips:

• Restate the event date, time, location, guest count, and menu.
• Confirm any special requirements (e.g., dietary restrictions, setup style).
• Attach signed contracts if applicable.
• Express appreciation for the business.

Reminder or Follow-Up Letter

Purpose: Remind clients of upcoming deadlines (e.g., final guest count, payments).

Tips:

• Be polite but clear about needed actions.
• Include specific dates and items due.
• Offer support if they have questions or need adjustments.

Thank-You Letter

Purpose: Show appreciation after the event and maintain a positive relationship.

Tips:

• Mention specific highlights or feedback from the event.
• Offer a small incentive for future bookings or referrals.
• Keep it personal – a handwritten or well-formatted digital letter goes a long way.

Apology or Issue Resolution Letter

Purpose: Address complaints or problems professionally.

Tips:

• Acknowledge the issue sincerely.
• Apologize without being defensive.
• Offer a solution or compensation if appropriate.
• Keep the tone respectful and open.

General Writing Tips:

• Clarity: Avoid jargon and keep language simple and direct.
• Tone: Match your tone to the situation—friendly for proposals, firm for policies.
• Professional Formatting: Use letterhead or branding if possible.
• Proofread: Always double-check for typos and grammar errors. Use spellcheck, but be careful with culinary terms.
• Promptness: Send letters in a timely manner to show reliability. Customers do not want to wait for quotes and may choose another company simply because the are more timely.

Email Etiquette

• Use for short messages
• DON’T SHOUT-Do not use all capital letters
• Use spell and grammar check (Be careful with this so you can maintain professionalism)
• Use pdf’s so details can’t be changed
• Create clear and concise subject lines
• Sleep on it–No quick responses. This may lead to mistakes
• Sometimes you just need to pick up the phone- if it will take more than three emails to explain something, call them instead.

Keep a file for each client with copies of each communication.

Keep an accurate and current Event Calendar

Write an account of the event immediately following the event. Detail how things went, what you might have changed, and other details from the event. This will be useful if booking a similar event.