How to Turn Enquiries Into Confirmed Bookings

People who enquire about a private chef often contact more than one. A reply within a few hours, even a short one, keeps you in the conversation. If you need details before quoting, say so and ask for them in the same message.

Before you spend time on a proposal, check three things:

• Fit: is it a service you offer, in an area you cover?
• Availability: are you free on the date, including prep time the day before?
• Budget: is the likely total above your minimum booking value?

If one of these fails, say so politely and early. A quick "That date is taken, but I could do the 14th" is better than a proposal that goes nowhere.

Most first messages are missing information. Check the enquiry for:

• Date and meal time
• Location, and how you access the kitchen
• Number of guests, including children
• Service type: dinner, brunch, several days
• Dietary requirements and allergies, with names if possible
• Menu preferences and anything guests dislike
• Kitchen equipment available
• Extras: service staff, tableware, drinks

A good proposal can be read in one minute and answers every question before it is asked:

• Service, date, time, guest count and location
• The proposed menu, or two options to choose from
• What is included and what is not
• The total price, and price per guest if useful
• Deposit amount and how to pay it
• How long you will hold the date

The price itself should come from your calculation (see Guide 2), not from what feels acceptable in the moment. Send it within 24 hours.

Describe each course in one line that a guest would understand. Keep the price in one clear place, not scattered through the message. If there are options, such as a premium main course, show them as add-ons with their own price rather than silently raising the total.

If there is no reply after two or three days, send one short follow-up. Add something useful instead of just "checking in": confirm the date is still held, or offer a menu alternative. If there is still no reply, release the date and move on.

• "It's more than we expected." Explain what is included, then offer a real change of scope: fewer courses, simpler ingredients, a smaller group. Avoid cutting the price for the same job.
• "We're not sure about the menu." Offer an alternative or ask what they'd change. It is usually a detail, not a deal-breaker.
• "We need to check with the others." Give a clear date until which you'll hold the booking.
• "Can we pay on the day?" Explain that a deposit confirms the date and covers ingredients bought in advance.

A booking is confirmed when the client has accepted in writing and paid a deposit. Many chefs ask for 30–50%, with the balance due before or on the day. Send a short confirmation with the agreed details and your terms: cancellation, changes to guest numbers, and what happens if allergies are not disclosed.

Once the date is confirmed, the work moves to planning and delivery. Continue with Guide 5: How to Run Successful Private Chef Events.