What you bake
Wedding Cake Quotation Template: The Lines That Win the Job
The exact lines a wedding cake quote needs, so you get paid for every hour and every tier.
On this page
What to remember
- A quote is a price, not a promise. Say what is included and what is not.
- List delivery, setup, and the deposit so nothing comes out of your own pocket.
- Put an expiration date on it, because butter and boxes both go up.
- Add a line for changes, so a new design does not turn into free work.
A wedding cake quotation template does the talking for you when a bride’s mom asks for a number on the spot. It keeps the price, the deposit, and the delivery date in one place, so you are not rebuilding the same quote from memory every time. If you are still working out the number itself, start with how much to charge for a custom cake and then come back to the quote.
The lines every wedding cake quote needs
A quote is short. One page is plenty. Every line should answer a question she would otherwise text you at 10 pm the week of the wedding. If a line does not answer a question or protect your money, cut it.
Names, date, and venue
Her full name, the wedding date, the venue address, and the time the cake has to be there. Write the time, not just the day.
The cake itself
Tiers, servings, flavors, filling, frosting, and the design details you agreed on. If she sent a photo, describe it in words so the quote stands on its own.
What is included and what is not
Fresh flowers, a cake stand, a topper, and a cutting set are usually not included. Say so on the quote, not in a text message.
Delivery and setup
Mileage, drive time, and setup minutes. A two hour round trip is a real cost, and it belongs on the quote.
Deposit and balance
How much holds the date, when it is due, and when the balance is due. Put both dates on the quote.
Changes and cancellation
What happens if the guest count changes or the date moves. One line each is enough.
Servings and tiers are not the same thing. A three tier cake can serve 60 or 100 depending on how you cut it. Write the serving count you are promising, and write the cut size next to it, so nobody is surprised when the caterer slices it thin.
A worked example with real numbers
Say a couple wants a three tier cake for 100 guests. Your ingredients come to $85 and the board, box, and ribbon come to $25. You spend 12 hours baking, filling, stacking, and finishing, and you pay yourself $20 an hour, which is $240. Power, gas, and small supplies add $15. Delivery is a 40 mile round trip, so you add $30. Your total cost is $395.
You quote $650, which is $6.50 a serving. Take the $395 out and you keep $255, about 39 percent of the price. If you had skipped the delivery line and the overhead, you would have quoted $600 and told yourself you made $250 when you really made $205. The cake pricing math is the same for every size.
The deposit line matters as much as the price. On a $650 quote, half up front is $325, and the balance of $325 is due 14 days before the wedding. That deposit covers your ingredients and your first day of work, so you are not buying sugar with your own money.
Mistakes that cost you money
The most expensive mistake is a quote with no expiration date. If she comes back eight months later, your butter, eggs, and boxes are not the same price. Give the quote 14 or 30 days and write the date on it.
The second is a free tasting. A tasting box costs you ingredients, time, and a box, and it is work. Charge for it, or fold the cost into the quote and say so. Here is what to charge for a cake tasting box.
Another quiet one is the second trip. If the venue will not take the cake until the morning of, you are driving twice. Add a line for it or build it into the delivery fee.
What to check before you send it
Read the quote out loud. If a line could be read two ways, rewrite it. Then check three things: the date, the total, and the deposit amount. If you want the rest of the pricing guides in one place, they are in the craft guides.
When she asks for a lower price
Do not cut the price. Cut the cake. Fewer servings, a simpler finish, or a smaller tier with a kitchen cake in the back. She keeps the look she wants and you keep your margin. If she still wants the original design, the original price stands.
Say it in one sentence and stop talking. “I can do the same design at 80 servings for $520, or the full 100 servings at $650.” Two real options beat a discount every time.
Keep the quote and the order in one place
Once she says yes, the quote becomes an order. You need the date, the deposit, the balance, and the design notes where you can see them on your phone while you are standing in the kitchen.
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Common questions
What should a wedding cake quote include?
The date, the venue, the serving count, the flavors, the design, delivery and setup, the deposit, the balance due date, and what is not included. Add an expiration date and a line for changes. One page is enough if every line answers a question.
How much deposit should I ask for?
Pick a number that covers your ingredients and your first day of work. Half up front is easy to explain and easy to remember. Put the amount and the due date on the quote, and write down when the balance is due.
Should a wedding cake quote have an expiration date?
Yes. Give it 14 or 30 days and write the date on the page. Butter, eggs, and boxes do not stay the same price all year, and a quote from last spring is not a quote today. If she comes back later, send a fresh one.
Is a quote the same as a contract?
No. A quote is a price. If you want it to hold, add a line for both signatures and a date, plus what happens if the date moves or the guest count changes. For the rules in your state, check with your state's cottage food office.
How do I quote a cake when the design is not final?
Quote a base price for the size and flavors, then add a design line for the extra work. Give her a range and say what moves the number up. That way she can choose, and you are not guessing at flowers you have not made yet.
Can I send the quote as a text message?
You can, but a text is easy to lose. Send it as a one page file or a link she can open, and keep a copy. If you send it by text, follow up with the same quote in a form she can save and reply to.
Sources
General information, not legal or tax advice. Deposit and contract rules vary by state, so check with your state's cottage food office.