What you bake
Cookie Request Form: 8 Fields and a Deposit Rule
Build a cookie request form that gets you paid for every order.
On this page
- The 8 fields your cookie form needs
- Set a deposit that protects your costs
- How to word the deposit and cancellation policy
- How a form changes your pricing
- Tools to build your request form
- What to do when a request is not on the form
- How to handle allergy notes on the form
- What to check before you share your form
What to remember
- A form stops missed details and forgotten conversations.
- A deposit protects your time from last-minute cancellations.
- Clear fields set customer expectations from the start.
Using a cookie request form turns a casual inquiry into a firm order. It saves you from chasing down details and prevents misunderstandings about flavors, dates, or delivery. You can build one in a tool like Brevl or use a simple form builder. Start with the eight essential fields below.
The 8 fields your cookie form needs
Each field serves a purpose. Some collect vital information, while others manage expectations. Skip optional fields like ‘special requests’ until you have a process for handling them. Keep the form short to encourage completion.
Mark the fields you truly need as required. Name, contact, date, quantity, allergy notes, and deposit agreement should not be optional. Leave special requests optional only if you can respond to them before the order is confirmed.
Customer name and contact
Collect full name, phone number, and email. This is for order confirmation and delivery day updates.
Pickup or delivery date
Ask for the date they need the cookies. Specify your lead time, like ‘48 hours notice required’.
Cookie type and quantity
List your available options with clear prices. Use dropdowns for flavors and a number field for dozens.
Allergy and dietary notes
A required checkbox for customers to acknowledge your kitchen setup. This is a critical liability step.
Pickup location or delivery address
If you deliver, collect the full address here. For pickup, state your address clearly.
Preferred payment method
Let them choose from your options, like Venmo, Cash App, or card through your Stripe account.
Deposit agreement
State your deposit rule and amount. A checkbox here confirms they understand and agree.
Final total and confirmation
The form should calculate and display the total. The submit button is their agreement to order.
Set a deposit that protects your costs
Your deposit should cover your hard costs if the order cancels. Calculate it from your ingredient and packaging cost for that order, not your full selling price. A common rule is 50% of the total order, but you can set a flat fee per dozen.
For example, a 3-dozen chocolate chip order has $12 in ingredients and packaging. Labor and overhead add $18, so the full cost is $30 and the margin at a $45 price is $15 after all three. A 50% deposit is $22.50, which covers the $12 in hard costs and $10.50 toward labor and overhead if the order cancels. State your deposit policy clearly on the form and in your order confirmation.
A flat fee per dozen can be simpler for small orders. Check that the fee still covers your ingredient and packaging cost for that order. If it does not, raise the fee or use a percentage.
How to word the deposit and cancellation policy
Put the deposit amount and the non-refundable rule in the form itself. Ask the customer to check a box that confirms they understand the rule. Repeat the same wording in your order confirmation so the record matches.
State your cancellation policy next to the deposit field. Include your pickup windows and any delivery terms in the same section. Clear wording on the form prevents disputes later.
How a form changes your pricing
A clear form lets you price accurately. When a customer selects ‘custom decorated sugar cookies,’ your form can automatically show the higher price. This prevents the common problem of quoting one price in a text message and realizing later the order is more complex. Automated pricing in your form ensures you charge for the value you deliver. Learn more about setting profitable prices in our guide on cookie business prices.
Tools to build your request form
You can use a general form builder, but a tool built for home bakers includes features like recipe costing and inventory. Brevl provides a shop with built-in order forms that connect to your recipes and pricing. It works on a computer and on a phone. You can take card payments through your own Stripe or Square account, plus Venmo, Cash App, Zelle, and cash. The 14 day free trial lets you build your form and test it.
Test the form on a phone before you share the link. Most customers will fill it out on a small screen. Check that the deposit rule and total are easy to read without zooming.
A baking tool saves time on tasks you repeat for every order.
| General Form Builder | Baking-Specific Tool |
|---|---|
| You build every field and rule yourself. | Order forms are built-in and connect to your products. |
| You manage payments separately. | Accepts cards through your Stripe/Square, plus Venmo, Cash App. |
| You calculate prices manually. | Automatically prices based on your recipe and selections. |
| You track orders in a spreadsheet. | Orders flow into a weekly planner and inventory. |
What to do when a request is not on the form
Some customers will ask for a flavor or design that is not listed. Ask them to contact you before they place the form order. You can quote a custom price and confirm you can fulfill the request.
Then send a custom order link or update the form for that order. Do not accept a special request through a text thread alone. Keep the same written record you use for standard orders.
How to handle allergy notes on the form
Make the allergy and dietary notes field a required checkbox. The customer acknowledges your kitchen setup before the order can submit. This is a critical liability step and should not be buried at the bottom.
Put your allergy disclaimer in a prominent place on the form. Link to a page with your full policy if the form is short. Make sure the customer must check a box to confirm they have read it.
What to check before you share your form
Test your form yourself. Go through the steps as a customer and place a test order. Confirm the pricing calculates correctly and the deposit rule is clear. Send the confirmation email to yourself to see what the customer receives. Ensure your allergy disclaimer is prominent. Finally, make sure your form works well on a phone screen, as most customers will use one. For more on setting up your business, see cookie business must haves.
Send yourself a test confirmation email after you submit the form. Confirm the deposit amount and total match your intent. Check that the pickup or delivery details appear in the message.
A good request form does more than collect information. It makes your business look professional, manages customer expectations, and ensures you get paid for your work. It is a foundational piece of your baking craft. Explore more guides on running your shop in our craft hub.
Common questions
How much should I charge for a deposit?
Charge enough to cover your ingredient and packaging costs if the order cancels. Many bakers use 50% of the total order. A flat fee per dozen also works. State your deposit is non-refundable on the form.
Can I use a Google Form for cookie orders?
Yes, but you will need to manage payments separately. A baking-specific tool connects the form to your pricing, inventory, and payment methods. This saves time and reduces errors for every order you take.
What if a customer has a special request not on the form?
Ask them to contact you directly before placing the form order. This allows you to quote a custom price and ensure you can fulfill the request. Then, you can send them a custom order link or update the form.
Should I collect the full payment or just a deposit?
Collecting a deposit is standard. It secures the order date for you. Require the remaining balance to be paid before pickup or delivery. Some bakers collect full payment for small orders under a certain amount.
This guide offers business suggestions, not legal advice. Check your local cottage food laws for specific rules on deposits and contracts.