Office manager's checklist: ordering a caterer without forgetting anything (D-7 to D+1)
The 15 questions to ask, the timeline from D-7 to D+1, a quote request email template and the mistakes to avoid when ordering a caterer.
Ordering a caterer without forgetting anything takes 9 steps, from D-7 to D+1, and 15 questions to settle: headcount present, dietary requirements, access, delivery time, equipment, invoicing, purchase order and on-site contact. This checklist follows the real timeline of an order, with L'Écrin Traiteur's lead times (quote within 24 hours, orders until 2 pm the day before), an email template to copy and the mistakes to avoid.
What should you do from D-7 to D+1 to order a caterer?
A well-run order unfolds in nine dated steps, with the quote request going out at D-5 at the latest to allow for the 24-hour reply, the approval and the headcount confirmation before 2 pm the day before.
- D-7: define the need. Set the date, the start time, the venue, the number of people present and the budget per person excl. VAT.
- D-6: collect dietary requirements and constraints. Ask participants for dietary requirements and allergies. The whole menu is halal and pork-free by default.
- D-5: send the quote request. Use the email template below. The quote comes back within 24 hours.
- D-4: approve the quote and the purchase order. Check the headcount, prices excl. VAT, the €29 excl. VAT delivery and the invoicing address.
- D-3: send the access information. Exact address, floor, badge or intercom, lift, loading bay, on-site contact with their mobile number.
- D-2: confirm the final headcount. 48 hours' notice is recommended from 50 people or with several sites.
- D-1 before 2 pm: make the last adjustment. After 2 pm, call the kitchen rather than writing. Prepare the table and the set-up area.
- D: receive the delivery. Someone present on time, a check of quantities and dietary requirements, set-up before participants arrive.
- D+1: close the order. Check the invoice, note what was missing or left over, arrange collection of reusable equipment.
What are the 15 questions to ask before ordering?
Fifteen questions cover headcount, dietary requirements, access, equipment and invoicing: the first eight are for you, the next seven for the caterer. Answer them in writing before the quote request.
- How many people will actually be present? One lunch tray per person present, with no margin; a 10% margin only on pastries.
- At exactly what time should the delivery arrive? Ask for 30 minutes before participants arrive.
- What is the occasion: breakfast, break, lunch or cocktail reception? A Thursday lunch is ordered on Wednesday before 2 pm.
- What budget per person excl. VAT? See the table of benchmarks below.
- Which dietary requirements and which allergies? Vegetarian, vegan, gluten-free, with the number of guests for each.
- What are the exact access details? Address, floor, badge or intercom, lift, loading bay, reception opening hours.
- Who receives the delivery? A name, a mobile reachable at the delivery time, and a stand-in.
- Where will it be set up? A table, a space, a socket for the coffee if needed.
- Is equipment included? Ask about tableware, cutlery and napkins: delivery includes neither set-up nor collection of equipment.
- What does delivery cost, and in which area? €29 excl. VAT in Paris and nearby towns, other areas on quote, €50 minimum order (excl. VAT).
- Which drinks are included? The Classique includes juice and coffee; water and thermoses are priced separately.
- What is the order deadline? 2 pm the day before, with 48 hours' notice recommended from 50 people.
- Until when can the headcount change? Ask for the amendment deadline before signing.
- What invoicing information is needed? Company name, invoicing address, VAT, paying department.
- Is a purchase order accepted, and where does its number go? Yes, and it goes in the quote request.
Which lead times and figures should you know?
Seven figures frame the timeline of an order with L'Écrin Traiteur: the quote within 24 hours, orders until 2 pm the day before, delivery Monday to Friday from 6:30 am, a €50 minimum (excl. VAT), delivery at €29 excl. VAT.
| Rule | Value | What it changes for your timeline |
|---|---|---|
| Quote | Within 24 hours | Send the request at D-5 at the latest |
| Order | Until 2 pm the day before | For a Thursday, order on Wednesday before 2 pm |
| Recommended notice | 48 hours, from 50 people or several sites | Confirm on Tuesday for a Thursday |
| Delivery | Monday to Friday, from 6:30 am | No weekend delivery |
| Minimum order | €50 excl. VAT | Reached from 7 people with a Classique breakfast |
| Delivery charge | €29 excl. VAT in Paris and nearby towns | Other areas on quote |
| Equipment collection | €19 excl. VAT on top of delivery | To request in the quote |
What per-person budget should you give in the quote request?
Give a budget per person excl. VAT: €8 for a Classique breakfast, from €6 for an afternoon break, €28.90 to €30.90 for a lunch tray, €29.90 to €51.90 for a cocktail reception, plus €29 excl. VAT delivery per order.
| Format | Price per person excl. VAT | Example for 20 people, delivery included |
|---|---|---|
| Classique breakfast | €8 | 160 + 29 = €189 excl. VAT |
| Afternoon break | from €6 | 120 + 29 = €149 excl. VAT |
| Lunch trays | €28.90 to €30.90 | 578 to 618 + 29 = €607 to €647 excl. VAT |
| L'Invitation cocktail reception (8 canapés) | €29.90 | 598 + 29 = €627 excl. VAT |
| La Réception cocktail reception (12 canapés) | €40.90 | 818 + 29 = €847 excl. VAT |
| La Célébration cocktail reception (16 canapés) | €51.90 | 1,038 + 29 = €1,067 excl. VAT |
The packages are detailed on the breakfasts, afternoon breaks, lunch trays and cocktail receptions pages. To compare market prices, see the corporate catering budget in Paris.
Which email template should you use to request a quote from a caterer?
A quote request email fits in eight lines: date, address, headcount, dietary requirements, service, budget, invoicing, contact. Copy this template and replace the brackets.
Subject: Quote request, [lunch / breakfast] on [date], [number] people
Hello,
Could you send me a quote for:
- Delivery: on [dd/mm] at [hh:mm]
- Address: [address, floor, access code]
- Headcount: [number] people, including [x] vegetarians and [y] gluten-free
- Service: [breakfast / lunch trays / break / cocktail reception]
- Target budget: €[x] excl. VAT per person
- Invoicing: [company name, address], purchase order no. [number]
- On-site contact: [first name], [mobile]
Please confirm the delivery and your response time.
Kind regards,
[First name Last name, job title, telephone]
Which mistakes should you avoid when ordering a caterer?
- Asking for the quote the day before the meeting. The quote takes up to 24 hours and orders close at 2 pm the day before: aim for D-5.
- Counting registrations rather than people present. Confirm the headcount at D-2.
- Forgetting access. Badge, intercom or loading bay not passed on: the driver waits at the door.
- Not naming a reachable contact on site. A name, a mobile, a stand-in.
- Discovering dietary requirements on the day. Collect them at D-6 with a number for each.
- Forgetting the purchase order number. It slows down payment of the invoice; give it in the request.
- Delivering at the start time. Ask for delivery 30 minutes before.
- Assuming set-up is included. Delivery includes neither set-up nor collection of equipment.
The checklist works alongside the office manager's 2026-2027 calendar to plan for the key moments, and with the guide how many lunch trays to order for quantities. For a leaving party, see organising a leaving party: budget and quantities.
Frequently asked questions about ordering a corporate caterer
How far in advance should you order a corporate caterer?
Orders can be placed until 2 pm the day before, with delivery Monday to Friday from 6:30 am. Aim for D-5 for the quote request, which comes back within 24 hours. From 50 people or with several sites, 48 hours' notice is recommended to settle the logistics.
What should a quote request to a caterer include?
Seven pieces of information: delivery date and time, address with access details, headcount and dietary requirements, type of service, budget per person excl. VAT, invoicing details with the purchase order number, and an on-site contact with a mobile number. With these seven items, the quote comes back within 24 hours and limits the back-and-forth.
What per-person budget should you give the caterer?
Classique breakfast at €8 excl. VAT, afternoon break from €6, lunch tray from €28.90 to €30.90, cocktail reception from €29.90 to €51.90. Add €29 excl. VAT delivery per order. Example: 20 trays at €29.90 excl. VAT come to €598 excl. VAT, so €627 excl. VAT including delivery.
Does delivery include set-up and collection of equipment?
No. Delivery at €29 excl. VAT includes neither set-up nor collection of equipment. Collecting reusable tableware is charged €19 excl. VAT on top of delivery. Plan for a person and a set-up point on site, and say so in the quote request.
Can you pay against a purchase order?
Yes. Company invoicing with VAT is the rule and purchase orders are accepted. Give its number in the quote request, with the company name and invoicing address, so that it appears on the invoice from the start. The minimum order is €50 excl. VAT.
Which dietary requirements are covered by default?
Everything is halal and pork-free by default, alcohol-free and at no extra cost. Vegetarian, vegan and gluten-free options are available on request; the kitchen handles flour, so traces are possible. Give the number of guests for each dietary requirement in the quote request.
To apply this checklist to your next meeting, request your quote with the eight items from the email template: reply within 24 hours, company invoicing with VAT and purchase orders accepted. L'Écrin Traiteur prices, October 2026.
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