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Catering company phone script template (copy and paste)

InfiVoice ยท 2026-11-14

A catering phone rings while the kitchen is mid-prep and the owner is on a delivery. The caller has a date, a headcount and a budget in mind, and many will call the next caterer instead of leaving a voicemail. A written script makes sure every inquiry gets the same warm start and you capture the details a quote needs. Copy the one below, change the bracketed parts, and use it with a person or an AI voice agent.

Before you copy it

Decide a few things first. Your service area, the kinds of events you cater, your minimum and maximum headcount, how far ahead you need notice, how you handle allergies and dietary requests, how quotes and tastings work, and who calls people back.

Keep one rule at the top. Quote prices only from your own menu and price list, and never promise a date until the calendar confirms it. For allergy questions, say who will follow up.

1. Greeting

> "Thank you for calling [Catering Name], this is [Name]. How can I help you?"

After hours, say so and stay useful.

> "Thank you for calling [Catering Name]. We are closed right now and open again [Day] at [Time]. Tell me about your event and I will make sure someone gets back to you."

2. Understand the event

> "What kind of event are you planning?"

> "What date are you thinking of, and where will it be?"

> "Roughly how many guests?"

Write down the caller's own words. A birthday, a company lunch and a wedding reception each lead to a different conversation.

3. Qualify the request

> "Are you looking for drop-off, buffet setup or full service?"

> "Do you have a style of food in mind, or would you like suggestions?"

> "Do any guests have allergies or dietary needs we should plan around?"

> "Do you have a budget range in mind, so I point you to the right options?"

Only route by what you actually offer. If something is outside your menu or service area, say so kindly.

> "That one is outside what we do. I would rather tell you now than waste your time."

For allergy or medical questions, do not advise on the phone.

> "That is an important question. I will have [Name] call you today with a clear answer."

4. Price and availability questions

> "Our [package] starts from [price from your list] per person, and the final number depends on the menu and service. I can take your details so [Name] sends an exact quote."

Never invent a price, a minimum or an available date. If it is not on your list, say who will confirm.

> "I do not want to guess on that. I will have [Name] confirm it for you."

5. Book a quote call or a tasting

> "I can set up a call or a tasting. I have [Day, Time] or [Day, Time]. Which works better?"

> "Can I have your name, the best number to reach you and your email?"

> "Is there a deadline for your decision that we should know about?"

Repeat the event type, the date, the headcount and the callback number.

6. Changes and cancellations

> "No problem. What name is the order under, and what event date?"

> "I can note the change, and [Name] will confirm the details with you."

If you have a notice or deposit policy, state it in your own words and follow it.

7. Goodbye

> "Thank you, [Name]. I have your [event type] on [Date] for about [headcount] guests. [Name] will contact you by [Time or Day]. If anything changes, call us at [number]."

Run this script as an AI voice agent with InfiVoice

You can turn this script into a voice agent that answers while the kitchen is busy, during deliveries and after closing.

Start with the call flow. Paste the greeting, then add the questions in order: event type, date, location, headcount, dietary needs, name and phone number. Set allergy questions, custom menus and large events as a branch that sends a message to your team and promises a callback.

Then add a knowledge base with your menus, packages, service area, notice times and policies. InfiVoice answers from that content instead of guessing. Connect your calendar so tasting and quote calls land in the right slot.

Finally, test by calling it. Try a caller planning an office lunch, one asking about allergies, a wedding inquiry and someone changing an order. Fix the flow, then go live.

InfiVoice bills in credits and one credit equals 60 seconds of call time. The Free plan includes 100 credits, enough to build and test the script. Pro costs $79 per month with 250 credits.

Frequently asked questions

What should a receptionist ask when someone calls a caterer?

The type of event, the date and location, the number of guests, dietary needs, the service style they want, and their name and phone number. Then confirm the details out loud.

How should the team handle allergy questions?

Do not give guidance on the phone. Note the question and promise a callback from someone on your team who can answer with certainty.

Can an AI voice agent handle a catering inquiry?

It can ask the questions above, answer from your menus and policies, and book a quote call or tasting on your calendar. Decide in advance who handles allergies and custom requests.

Can I try this without paying?

Yes. The Free plan includes 100 credits.

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