CAST Academy · For partners
Writing a clear quote and contract
A clear quote wins bookings. A clear contract keeps them. Most disputes between clients and suppliers don't come from bad intentions. They come from two people remembering the same conversation differently. Putting everything in writing protects your client, and it protects you.
What a good quote includes
Your quote should answer every question a client would otherwise have to ask. Include:
- The client's name, event type, date, time and venue. It shows you read their inquiry.
- What's included, with quantities: hours of coverage, number of staff, number of dishes, sizes, setup and cleanup.
- What's not included, especially things clients often assume: travel outside your usual area, overtime, extra staff, venue fees.
- The total amount, written clearly in one place.
- The payment schedule: downpayment to reserve the date, and when the balance is due.
- How long the quote is valid, for example 14 days.
Keep the layout simple. A client should be able to understand your quote in one read on a phone.
Avoid surprise charges
Nothing loses a client's trust faster than a charge they didn't expect. If something might cost extra later, say so in the quote: overtime per hour, extra guests beyond the agreed count, out-of-town travel. If you don't know yet, write how it will be computed.
From quote to contract
Once the client accepts, turn the quote into a contract. A contract adds the terms that protect both sides:
- Parties. Your registered business name and the client's full name, with contact details.
- Scope. Everything from the quote: what's included, what's not, quantities and hours.
- Payment terms. Amounts, due dates, accepted payment methods, and what happens if a payment is late.
- Cancellation and rescheduling. What's refundable, until when, and how a date change is handled.
- Changes. How the client can add or change things, and how the price is adjusted.
- If you can't deliver. Your backup plan, like a replacement of the same level, or a refund.
- Force majeure. What happens if the event can't happen because of typhoons, government restrictions or other events outside anyone's control.
- Signatures and date from both sides.
Payments: do it properly
How you handle money says a lot about your business.
- Always receive payments into your business account, never a personal account. Clients are increasingly careful about this, and they should be.
- Issue an official receipt for every payment, including the downpayment.
- Keep a record of every payment received and the balance remaining, and share it with the client when they ask.
Write like a person, not a lawyer
A contract doesn't need difficult words to be valid. Short sentences and plain language are easier for clients to understand and harder to argue about later. If a client asks what a clause means, take the time to explain it.
Confirm changes in writing
Clients often change details by chat: a new guest count, a different color, an extra hour. When that happens, reply with a short confirmation and update the contract or add a note:
"Noted! Updated guest count is 180. This adds 30 guests to your package; the updated total is in the revised contract we just sent."
Quick checklist
- Quote lists what's included, not included, total and payment schedule
- Possible extra charges are explained upfront
- Contract covers scope, payments, cancellation, changes and backup plan
- Payments go to your business account only
- Official receipt issued for every payment
- Every change is confirmed in writing
In CAST: manage quotes, contracts and payments in Bookings & contracts.