How to Write a Catering Request Email That Gets a Fast Reply

Why the first email matters

A caterer can only quote what they know about. A vague message like "we need lunch for our team next week" usually leads to three or four back-and-forth emails before anyone can price the order. A complete first message gets you a useful quote in one reply. Think of your request as a short brief: what you need, when, where, and for how many people.

The details to include

Start with the basics: your name, the date, the start time, and the address where the food is going. Give the headcount as a range if you are not sure, and say whether that number includes staff. Then describe the event itself. A weekday lunch meeting, a rehearsal dinner, and a birthday party with a bounce house all need different things.

• Date, serving time, and whether food is needed for setup or breakdown
• Event address and any parking or building access notes
• Expected headcount, plus any guests with dietary needs
• Service style: drop-off, buffet, build-your-own, or full service
• A rough budget range, so the quote matches what you can spend
• Anything you already know you want, such as halal chicken shawarma or zaatar fries

Dietary details deserve their own line. Say clearly if you need halal, vegetarian, or gluten-free options. Our menu includes halal chicken shawarma, gluten-free vegan falafel, and vegetarian sides, and pita wraps contain gluten, so it helps to know which guests need to avoid it.

Mention timing early

Large orders need at least 24 to 48 hours of notice, and more time is always better during busy seasons like graduation and the holidays. If your date is close, say so in the first line. A caterer who knows the deadline can tell you quickly whether they can meet it. If you are still choosing between delivery and pickup, mention that too, since it affects the quote and the timing.

A simple structure you can copy

Keep the email short enough to read in thirty seconds. One opening line with the event type and date, a short bulleted list of details, and one question at the end works well. For example: "We are planning a team lunch for about 20 people on a Thursday at noon in Lawrenceville. We need drop-off with a vegetarian option. Could you send a quote for pickup and for delivery?" That single paragraph contains everything a caterer needs to start.

When you get a reply, answer the open questions in one message rather than splitting them across several. If you prefer to talk it through, (412) 251-1279 is the fastest way to reach us, and you can also review our catering options before you write.

Finally, confirm the final details in writing once you book. A short recap email with the date, time, address, headcount, and menu protects both of you if plans shift.