Prompt Library

20 ChatGPT Prompts for a Catering Business

20 copy-paste prompts

Copy-paste prompts for caterers who are cooking, quoting, and selling all at once. Fill the [brackets] with your details and ChatGPT drafts your proposals, menus, and follow-ups. Use them to win more bookings and stop losing evenings to admin.

In short: This page contains 20 copy-paste ready prompts, organized into 5 categories with a description and pro tip for each. The first 5 prompts are free instantly, no signup needed. Hand-curated and tested by the AI Academy team.

By Louis Corneloup · Founder, Techpresso
Last updated ·Hand-curated & tested by the AI Academy team

Quotes & Proposals

4 prompts

Event Quote Reply

1/20

You are a catering sales pro. Write a professional quote email for [your catering business name] for a [event type] on [date] for [number] guests. Include a suggested menu [list items], an itemized price [placeholders], what is included, and a clear next step to book.

A polished quote that reads professional and closes the booking.

💡

Pro tip: Send one menu option, not five: too much choice stalls the yes.

Full Proposal Draft

2/20

Draft a one-page catering proposal for [your catering business name] for [client and event]. Sections: about us, proposed menu, service style [buffet/plated], staffing, pricing summary [placeholders], and terms. Confident, warm, professional tone.

A complete proposal you can tailor and send same day.

💡

Pro tip: Lead with the menu: clients buy the food before the logistics.

Inquiry Intake Reply

3/20

Write a friendly reply to a new catering inquiry for [your catering business name]. Ask the 6 details I need: event date, guest count, venue, service style, dietary needs, and budget range. Warm, under 130 words.

A first reply that gathers everything you need to quote.

💡

Pro tip: Save it as a canned response so no lead waits more than an hour.

Follow-Up Nudge

4/20

Write a short, no-pressure follow-up email for a catering quote I sent [X days] ago to [client] for their [event]. Reaffirm we would love to cater it, offer to adjust the menu or budget, and ask if they have questions.

A gentle nudge that recovers quotes stuck in silence.

💡

Pro tip: Follow up twice: most bookings close on the second touch, not the first.

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Menu for a Theme

6/20

Suggest a full catering menu for a [theme, e.g. rustic wedding or corporate lunch] for [number] guests. Give appetizers, mains, sides, and dessert with a one-line description each and a note on which scale well for large batches.

A themed menu built for the event and the headcount.

💡

Pro tip: Pick dishes that hold well at temperature: taste survives the transport.

Dietary Variations

7/20

For this catering menu [list dishes], suggest one vegetarian, one vegan, and one gluten-free swap for each course, keeping the theme consistent. Note any that must be prepped separately for allergies.

Diet-friendly alternatives that cover every guest.

💡

Pro tip: Offer clear alternatives up front: it removes a common booking objection.

Tasting Menu Card

8/20

Write a tasting-session menu card for [your catering business name] presenting these dishes [list] to a prospective [couple/client]. Short elegant descriptions plus a warm intro line that sets the tone for the tasting.

A tasting card that makes your sample session feel premium.

💡

Pro tip: A great tasting closes weddings: make the card feel like the event.

Marketing & Social

4 prompts

Instagram Caption Pack

9/20

You are a catering social media manager. Write 5 Instagram captions for [your catering business name] featuring [dish or event photo]. Vary the angle: a spread shot, behind-the-scenes, a client win, seasonal menu, and a soft call to inquire. Add 5 hashtags each.

A week of catering captions from one paste.

💡

Pro tip: Tag the venue and planner: it earns shares and referral reach.

Google & Directory Blurb

10/20

Write a 3-sentence description for [your catering business name] serving [your area]. Naturally include phrases clients search, like [event type] catering in [city] and caterer near me, plus what sets us apart: [your angle].

A search-friendly blurb for Google, The Knot, and your site.

💡

Pro tip: Name the event types you want: wedding and corporate searches differ.

Venue & Planner Outreach

11/20

Draft a short, professional email to a [wedding venue / event planner] introducing [your catering business name] and proposing to join their preferred vendor list. Mention our style [angle] and offer a tasting. Under 130 words.

Outreach to the referral partners that book repeat work.

💡

Pro tip: One good venue partnership can outproduce all your ad spend.

Testimonial Request

12/20

Write a warm email asking a recent catering client [name and event] to leave a review and share 1 or 2 photos. Make it easy, offer a [review link] placeholder, and thank them specifically for [detail].

A request that turns a happy event into social proof.

💡

Pro tip: Ask within a week, while the event still feels special to them.

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Reviews & Client Care

4 prompts

Reply to a Bad Review

13/20

Write a calm, professional reply to this negative review for [your catering business name]: [paste review]. Acknowledge their experience, avoid excuses, invite them to reach us at [email/phone], and keep it under 90 words.

A composed public reply that protects your reputation.

💡

Pro tip: For an event that went wrong, take resolution fully offline.

Reply to a Great Review

14/20

Write 5 short, warm replies to positive reviews for [your catering business name]. Vary the wording so they do not look copy-pasted, and reference the joy of catering their [event type].

Genuine replies for your five-star reviews.

💡

Pro tip: Public replies to praise reassure the next couple reading your page.

Post-Event Thank You

15/20

Write a heartfelt thank-you email to a client after their [event] with [your catering business name]. Reference a specific moment, invite them to refer us, and offer a [referral incentive] for their next lead.

A thank-you that turns clients into referral sources.

💡

Pro tip: Add a simple referral reward: caterers grow on word of mouth.

Contract Summary

16/20

Turn these catering agreement points [list terms: deposit, final count deadline, cancellation, service hours] into a clear, friendly one-page summary for a client to read before signing. Plain language, no legalese.

A readable summary that gets contracts signed faster.

💡

Pro tip: This is a summary, not the legal contract: keep your real terms separate.

Operations & Staff

4 prompts

Event Prep Timeline

17/20

Build a prep and day-of timeline for a [event type] for [number] guests catered by [your catering business name], serving at [time]. Work backwards: shopping, prep, cooking, loading, travel, setup, and service. Show it as a timed checklist.

A back-timed run sheet so nothing slips on event day.

💡

Pro tip: Pad every step by 15 minutes: events never run early.

Shopping & Order List

18/20

Based on this menu [list dishes] for [number] guests, draft a scaled shopping and supplier order list grouped by category (produce, protein, dairy, dry goods, disposables, rentals). Leave quantity fields for me to confirm.

A scaled ordering list built from the menu and headcount.

💡

Pro tip: Add 5 to 10 percent buffer on portions: running short is worse than leftovers.

Staff Brief & Roles

19/20

Write a short staff brief for a [event type] catered by [your catering business name]. Assign roles for [number] staff (kitchen, setup, service, cleanup), key timings, service style, and the one thing that must go right. Bullet format.

A one-page brief that gets your team aligned before the event.

💡

Pro tip: Read the brief aloud on arrival so every hire knows their lane.

Packing & Equipment List

20/20

Create an equipment and packing checklist for [your catering business name] to cater a [event type] offsite: cooking gear, serving ware, chafing and heat, transport, and cleanup supplies. Group by load order so nothing gets left behind.

A load-out checklist that prevents the forgotten-item panic.

💡

Pro tip: Keep a laminated master list in the van and check it both ways.

Frequently Asked Questions

No. Every prompt works on the free version of ChatGPT. Paste it, replace the [brackets] with your event and menu details, and send. Paid plans are faster and add extras, but they are not required to write strong proposals.
Yes, and it is one of the biggest time savers here. Feed it the event details and your menu, and it drafts a clean quote or proposal in seconds. You set the prices and confirm you can deliver, then send. It removes the blank-page delay that loses leads.
No. ChatGPT does not know your costs, so it leaves price placeholders for you to fill. Always plug in your own food cost, labor, rentals, and margin. Use it for the words and structure, not the numbers.
Speed and follow-up. Use the intake reply prompt so every lead gets a fast, complete response, then use the follow-up prompt twice. Most catering bookings close on the second or third touch, and a same-day reply beats a slow competitor almost every time.

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