20 ChatGPT Prompts for a Catering Business
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.
Quotes & Proposals
4 promptsEvent Quote Reply
1/20✨ What it does
This prompt writes a professional quote email for [your catering business name] for a [event type] on [date] for [number] guests, with a suggested menu [list items], itemized prices [placeholders], inclusions, and a next step to book. Drop in your real figures, then send it on the inquiry thread.
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.
Pro tip: Send one menu option, not five: too much choice stalls the yes.
Full Proposal Draft
2/20✨ What it does
This prompt drafts a one-page catering proposal for [your catering business name] for [client and event], covering about us, the menu, service style [buffet/plated], staffing, pricing [placeholders], and terms. Tailor the warm, confident tone, then send it the same day.
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.
Pro tip: Lead with the menu: clients buy the food before the logistics.
Inquiry Intake Reply
3/20✨ What it does
This prompt writes a friendly under-130-word reply for [your catering business name] that asks for event date, guest count, venue, service style, dietary needs, and budget range. Send it as your first response, then use their answers to quote.
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.
Pro tip: Save it as a canned response so no lead waits more than an hour.
Follow-Up Nudge
4/20✨ What it does
This prompt writes a short, no-pressure follow-up for a catering quote you sent [X days] ago to [client] for their [event], offering to adjust the menu or budget. Personalize the ask, then mail it to reopen the conversation.
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.
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✨ What it does
This prompt suggests a full catering menu for a [theme] for [number] guests, with appetizers, mains, sides, and dessert plus a note on what scales for large batches. Pick the dishes you can actually execute, then price the menu.
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.
Pro tip: Pick dishes that hold well at temperature: taste survives the transport.
Dietary Variations
7/20✨ What it does
This prompt suggests one vegetarian, one vegan, and one gluten-free swap for each course on [list dishes], keeping the theme consistent and flagging anything that must be prepped separately. Confirm the swaps with your kitchen, then add them to the proposal.
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.
Pro tip: Offer clear alternatives up front: it removes a common booking objection.
Tasting Menu Card
8/20✨ What it does
This prompt writes an elegant tasting-session menu card for [your catering business name] presenting [list] to a prospective [couple/client], with a warm intro and short descriptions. Print it for the tasting, then walk them through each plate.
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.
Pro tip: A great tasting closes weddings: make the card feel like the event.
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Reviews & Client Care
4 promptsReply to a Bad Review
13/20✨ What it does
This prompt writes a calm under-90-word public reply to [paste review] for [your catering business name], acknowledging the experience and inviting them to [email/phone] without excuses. Post it as written or slightly softened, then handle the rest offline.
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.
Pro tip: For an event that went wrong, take resolution fully offline.
Reply to a Great Review
14/20✨ What it does
This prompt writes 5 short, warm replies to positive reviews for [your catering business name] that vary the wording and mention catering their [event type]. Pick a different reply each time, then post so they do not look copy-pasted.
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].
Pro tip: Public replies to praise reassure the next couple reading your page.
Post-Event Thank You
15/20✨ What it does
This prompt writes a heartfelt thank-you email after their [event] with [your catering business name], recalling a specific moment, inviting a referral, and offering a [referral incentive]. Add the real moment and incentive, then send it while the night is still fresh.
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.
Pro tip: Add a simple referral reward: caterers grow on word of mouth.
Contract Summary
16/20✨ What it does
This prompt turns [list terms: deposit, final count deadline, cancellation, service hours] into a clear, friendly one-page summary in plain language with no legalese. Hand it to your client to read before they sign, then keep the full agreement attached.
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.
Pro tip: This is a summary, not the legal contract: keep your real terms separate.
Operations & Staff
4 promptsEvent Prep Timeline
17/20✨ What it does
This prompt builds a back-timed prep and day-of checklist for a [event type] for [number] guests by [your catering business name], serving at [time], from shopping through service. Walk your kitchen through it, then tick items as you go.
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.
Pro tip: Pad every step by 15 minutes: events never run early.
Shopping & Order List
18/20✨ What it does
This prompt drafts a scaled shopping and supplier list from [list dishes] for [number] guests, grouped by produce, protein, dairy, dry goods, disposables, and rentals, with quantity fields left blank. Fill the quantities you trust, then place the orders.
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.
Pro tip: Add 5 to 10 percent buffer on portions: running short is worse than leftovers.
Staff Brief & Roles
19/20✨ What it does
This prompt writes a short bullet brief for a [event type] by [your catering business name], assigning kitchen, setup, service, and cleanup roles for [number] staff plus timings and the one thing that must go right. Share it the night before, then walk the team through roles.
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.
Pro tip: Read the brief aloud on arrival so every hire knows their lane.
Packing & Equipment List
20/20✨ What it does
This prompt creates an equipment and packing checklist for [your catering business name] to cater a [event type] offsite, grouped by load order from cooking gear through cleanup. Tape it in your van, then check it before you pull away.
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.
Pro tip: Keep a laminated master list in the van and check it both ways.
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