Short answer
Caterers send the catering agreement through Sign PDF when the client books, then send the final menu and guaranteed guest numbers as a short sign-off 7 to 14 days before the event. The client signs each on their phone, and you have a dated record of what was ordered and for how many people.
Updated 25 October 2026
What goes in a catering contract
A catering agreement has to fix three numbers: the price per guest, the guest count, and the staff hours. Most disputes come from one of them moving after the contract is signed.
- Event date, venue, service style (plated, buffet, family style, canapes) and timings.
- Price per guest, minimum spend, and what is included: staff, linen, crockery, rentals, service charge.
- Deposit to hold the date, often 25 to 50 per cent, and when the balance is due.
- The date for final guaranteed numbers, and what happens if the count goes up or down after it.
- Cancellation charges that rise as the event gets closer.
- Venue kitchen access, power, water, and who clears up.
Final numbers and the menu sign-off
Ten days out, the bride's mother adds twelve guests and a vegan table. Send a one-page final confirmation listing the menu, the guaranteed count, dietary meals by number and the revised total. The client signs it on their phone, and you order food against a signed figure.
Allergens deserve their own line. Ask the client to list guests' allergies in writing and to confirm they have passed on your allergen information. The UK and EU require 14 major allergens to be declared, and US law recognises 9 major food allergens; your local food authority sets the rules where you trade.
Food trucks, festivals and venue paperwork
Food trucks and street food traders sign different paperwork: pitch agreements with festival organisers, commission terms with venues, and certificates of insurance. If the organiser sends a PDF for signature and has no tool of its own, upload it, add yourself and the organiser, and both get the sealed copy.
Your hygiene rating, permits and gas safety certificates are issued by authorities, not signed by clients, so they sit outside Sign PDF. Attach copies to your proposal if the client asks for them.
Corporate clients and purchase orders
Office managers often need a signed quote before finance will raise a purchase order. Send the quote through Sign PDF with the signature box set to their name and job title. The sealed copy goes straight to their accounts team with the certificate attached.
Plans and limits
A caterer with two or three events a month sends a contract and a final sign-off for each, so Full at $10 a month for unlimited documents is the realistic plan. Light at $5 covers 2 documents a month for occasional private events.
We do not take the deposit, cost menus, or manage staff rotas. Send your deposit invoice from your accounting tool once the contract is signed.
Questions people ask
Can the client sign the menu and the contract separately?
Yes. Many caterers send the contract at booking and the menu with final numbers closer to the date. Each is its own document.
Can a wedding planner sign for the couple?
Only if the couple has authorised them to. Usually the couple signs, and the planner can be added as an extra signer or receive a copy.
Can I send a reminder if the client has not signed the final numbers?
Yes. On the Full plan you can set automatic reminders and send one manually at any time.
Is an e-signed catering contract enforceable?
For ordinary service contracts, electronic signatures are generally valid in the US, UK, EU and UAE. This is not legal advice.
Send your next catering agreement for signature
Upload it from your phone or laptop. The boxes go in the right places, your client signs on their phone, and you get a sealed copy back.
Upload a document