Guides · Updated 2026-10-16

ChatGPT prompts for caterers (UK)

These prompts help caterers with event quotes, menus, allergen notices, deposits and follow-ups. Fill in the [brackets], paste into ChatGPT, Claude or Gemini, and check before you send. Never let an AI tool decide which allergens a dish contains — that comes from your recipes and supplier labels. Rules checked on 16 October 2026 (FSA / GOV.UK; England, Wales and NI unless noted).

Quotes and events

1. Event catering quote email

Write a quote email for [client name] for [event type] on [date] at [venue], [number] guests. Menu: [list]. Price per head £[amount], total £[total], including [VAT status]. Deposit £[amount] due by [date]. What's not included: [staff overtime / drinks / hire]. British spelling, under 180 words. Don't change my numbers.

Use the quote calculator and quote template for the figures first.

2. Site-visit follow-up

Write a short follow-up after a venue visit for [event]. Summarise what we agreed: [kitchen access, power, timing, leftover policy]. Ask them to confirm in writing. British spelling, under 120 words.

3. Menu tasting invitation

Invite [client] to a tasting on [date/time] at [place] for up to [number] people. Explain what we'll sample ([dishes]), how long it takes, and any tasting fee ([£amount or free against booking]). British spelling, under 100 words.

Allergens and PPDS (catering angle)

4. Allergen notice for a buffet

Write a clear buffet notice: allergen information for every dish is available [in the folder / from the chef on site / on the labels], guests must tell us about allergies before eating, we can't guarantee a completely allergen-free kitchen. Friendly, under 70 words. Don't claim any dish is "safe" for an allergy.

For loose food you must give information on the 14 allergens for every item that contains them, in writing or verbally with a clearly visible notice (FSA allergen guidance for food businesses).

5. PPDS label from your recipe

Write a PPDS-style label for [food] we pack before the event. Ingredients from my recipe only: [paste]. Name of the food, full ingredients in descending weight order, 14 UK allergens in bold. Don't add ingredients.

Food prepacked for direct sale must show the name and full ingredients with allergens emphasised since 1 October 2021 (FSA: PPDS allergen labelling).

6. Client allergen questionnaire

Write a short form clients fill in before the event: guest count, known allergies or intolerances, whether any meals must be completely separated, emergency contact on the day. Plain English, British spelling. Don't give medical advice.

Deposits and cancellations

7. Deposit and cancellation terms

Write plain-English catering terms: deposit [£ or %] to reserve the date; balance due [when]; if the client cancels more than [weeks] before, [refund rule]; within [weeks], [rule]; if we cancel, full refund. British spelling, under 160 words.

A term requiring a consumer to pay a disproportionately high sum for services not supplied may be unfair (CRA 2015 Sch 2 para 5). For contracts agreed away from your premises, the 14-day cancellation rules can also apply (GOV.UK doorstep selling; CCR 2013 reg 36).

8. Guest-count change

Write a calm email: guest count changed from [old] to [new] on [date]. New total £[amount], what happens to the deposit, and the final confirm-numbers deadline ([date]). British spelling, under 120 words.

After the event

9. Thank-you and review ask

Write a short thank-you to [client] after [event] on [date]. Mention one specific detail ([cake / service / timing]). Ask for a Google review with this link only: [link]. No incentive. British spelling, under 90 words.

10. Complaint reply (food or service)

Write a calm reply to this complaint: [paste]. Apologise for [specific issue], say what we'll do ([refund part / credit / call]), invite them to phone [number]. Don't admit liability beyond the facts I stated. British spelling, under 120 words.

If a complaint mentions allergy or food poisoning, take it offline, keep records, and follow your incident process — don't only send an AI draft.

Related

• ChatGPT prompts for cafés and restaurants (shared allergen / PPDS rules)
• AI tools for caterers
• Best card readers UK

FAQ

Do mobile caterers follow the same allergen rules?

Yes for loose food and PPDS food: the FSA allergen rules apply to food businesses, including catering. Check your registration with the local authority.

Can AI write my allergen matrix?

Only as a layout. Every allergen mark must come from your own records.