A Wedding Cake Contract
Looking for a Wedding Cake Contract for your business? For as long as I can remember, fellow cake decorators have asked me questions about using, writing, and executing wedding cake contracts. So today I’m sharing a Comprehensive Wedding Cake Contract Template and the policies I use.
Originally posted June 2015, updated June 2024
Wedding Cake Contract Template
When I started my cake business (unofficially) way back in 2009, I had no idea that having a contract when selling a wedding cake was even a thing.
But after a few years of dabbling in online forums, Facebook groups, and talking with other cake artists, I realized it was pretty common. Even knowing this, I didn’t feel I needed a cake contract because my business was small and unimportant.
When my cake orders got more serious, I started taking in a lot more income, and my orders got more extravagant, I realized I did, in fact, need to get my life together and have a cake contract – at least for weddings.
Not only to protect myself but also to protect my clients and give them peace of mind. It’s their big day! So many things can go wrong like inclement weather or a car accident. You want to ensure that your business is protected.
That’s when I wrote my first wedding cake contract somewhere around 2013. In case you don’t know, let me state the obvious – I am not a lawyer and had no business writing my own contract.
But I skimmed the internet for samples and even bought a wedding cake contract template from Etsy for inspiration. I talked with countless other cake decorators and asked for samples of their contracts, and then I opened up Microsoft Word and wrote my own wedding cake contract.
Do not be me.
As I continued to learn about what should and should not be in a contract, I constantly revised it to add necessary details. Eventually, around 2014-2015, I felt confident enough to share my printable cake contract form as a resource for my readers when requested.
I continued to use that piecemeal contract for quite some time even though I did improve my version several more times after that. It was still inadequate and not professional (or legally binding, I imagine).
Then 2020 happened. Of course, there was Covid, but there was also flooding, storms, hurricanes, etc. So many cake orders were canceled that year. So many other orders delayed and rescheduled. And honestly, I felt very vulnerable as a business owner.
What if I baked a cake and at the last minute, the wedding was canceled due to the coronavirus? Would I be expected to return all the money?
Or worse yet, what if I got coronavirus and had to cancel an order? Who would make the cake? What would the expectation be financially? Would there be legal action against me if I had to cancel?
One client canceled because a hurricane destroyed her hometown and they had to postpone the wedding because their venue wouldn’t get electricity back in time for the ceremony. Was I out all the time and money I had spent on supplies and ingredients?
I truly felt like I was walking a tightrope of trying to be kind and compassionate to my clients, but also fair and professional regarding my business. It was so, so hard.
Wedding Cake Contract
That’s when I hired a local attorney to draft a formal contract. One I could use with clients to protect my business and myself. My attorney had never written a contract specifically for wedding cakes but she was an expert in contracts (in general) so I was confident she’d do a great job.
I read every article I could find online about what should be included in a wedding cake contract and gave her a list of specific things I wanted in my contract. I also gave her the contracts I had been using along with samples I’d collected from online forums, groups, etc.
She took everything I presented, did her own research on wedding cake contracts, and wrote me a very nice, comprehensive contract.
I made sure to cover things like natural disasters, last-minute cancellations, effects of outdoor weather conditions, etc.
Since the requests continue to pour in for information on having a wedding cake contract, I decided to write an entire ebook with nearly everything I know on the topic – including a full copy of my comprehensive contract.
When to Write a Wedding Cake Contract?
For most of my wedding clients, I have a cake consultation. During the consultation, they taste my cakes and if they decide to hire me, they usually choose flavors at the same time. We also look at representations of the cake whether that’s photos found online, cake photos from my cake gallery or a client’s sketch.
Meeting a client is a great way to get a feel for whether or not you will work together well. Often by the end of a consultation, we have a final design worked out but sometimes they decide later.
Either way, once it’s decided, that is when I write a cake contract.
My Ebook: A Wedding Cake Contract
My ebook includes the following:
- What is a Cake Contract?
- Why Do You Need a Cake Contract?
- Is My Contract Legally Binding?
- What to Include in a Wedding Cake Contract
- Comprehensive, Detailed Sample Wedding Cake Contract
- Sample Cake Description Pages
But before you buy my ebook and see my contract, let me go into more detail about what to include.
The very first paragraph of my contract defines who I am, who my client is, and the wedding date (or event date if it’s not a wedding). You could even use this contract for a different event type if you wanted by adjusting a few details.
Basic Sections of a Cake Contract
At the top – obviously have your business name or logo. You want to keep your brand out there as much as possible.
1. Orders
In this section, I clearly explain my expectations for a retainer (also called a non-refundable deposit), the amount of the retainer, the payment schedule including the final payment due date, and the consequences for any missed payments or cancelations. Be sure to have a clear cancellation policy so that there is no confusion.
I also explain that the cake design and other details must be finalized by a particular date. If design changes are made later, there are additional charges for changes to the cake order.
2. Ornamentation
In this section, I discuss sugar flowers, fresh flowers and other ornamentation that might be used on a cake, such as a topper. I cover things like edible materials versus nonedible cake décor. This often means there will be additional fees and separate payment terms, so I detail that here.
3. Setup
This is an important section where I discuss who’s responsible for the cake table and linens, the room temperature requirement and the outdoor delivery disclaimer. The cake contract lists things that are the full responsibility of client versus what I am responsible for during the setup.
This section also includes details about renting a cake stand or cake plateau from my business, the deposit required, and the return policy or what happens with late returns.
4. Ingredients
In today’s world where so many have allergies or food intolerances, this is an important section. It discusses my policies (my cakes very well may come in contact with a lot of allergens) and how I am not responsible for any allergic reactions. I also discuss the condition of products and how freshness is not guaranteed past the event date.
5. Miscellaneous
In this last section of the wedding contract, I mention photography rights and uses for advertising. I also clearly spell out my liability in unforeseen circumstances, transportation problems, date changes, and refunds.
6. Contact Sheet
This page has all of the contact information. First, my name, bakery name and phone number. It has alternate numbers in emergencies (my assistant’s number).
I require that clients also give me their details, including ane email address if possible so I can reach them if necessary.
It again lists the cake delivery date and event details including the event location, address, and preferred time of delivery.
I also ask that my clients provide information on the venue coordinator or facility manager (if applicable), the event planner and any other emergency contact. You really can’t have too much information!
7. Wedding Cake Description
With custom cakes, cake makers want to be sure to have every detail in writing. For this page, I include the size of the tiers, the number of guests (or number of servings), the cake flavors, and other details I’ll need to make the bride’s cake dreams come to life.
I also include inspiration photos and clear guidelines for the serving size of a slice of cake. This is important because you don’t want there to be a shortage of cake if someone is cutting huge wedges instead of appropriate-sized slices of cake or other were incorrect guest counts.
8. Price Sheet
At the end of my contract, I have the price sheet with details about the price of the cake including the delivery fee, sales tax and payment due dates. I have a section for signatures and how to make payments (check, cash, or credit card) along with mailing address.
With all of this information in hand, I am confident that on the wedding day, things will go smoothly and everything within my reasonable control is covered. It gives me so much more peace to help make someone’s wedding day perfect!
Ready to buy the ebook? And see my full contract? Click below to buy!
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Do you figure in cake layers and Columns and do you just charge for them? Or do you request them back?
Yes, I do figure that into what I charge. And I do not request them back.
hello Rose, first of all, I want to thank you for all the info is very helpful. on the other hand I need an advice on how to charge for cakes and wedding cakes must of my friends say that I am too cheap, but if I lift my prices I would probably lose clientele,it also bothers me that sometimes I spend 8 hours working on a cake for little money when other places charge a lot more and have more customers.I work well and very neat (what people say) I have a facebook page, “SWEET caramelo ” if you want to check it out and give me some feedback or advice would be very appreciated… thank you
Hi Natalia – I have a How to Charge for Cakes post here 🙂 Hope it helps!!
People will always try to manipulate price but only to Home bakers, why? Because real bakery’s have their prices firm take it or leave it! That’s the difference. Do the same get a beautiful sign place it in a visible area in your home “ prices are firm “ and you will see how the won’t even bother to buy you at a lower price
Hi Rose! In your policy do you put no liability to what happens after you leave the venue?I just had a bride ask for money back due to a leaning cake. I have pictures of before I left.
Thanks,
T
I don’t add that to my contract and I’ve never had a problem. But it might be a good thing to consider adding.
That is not a contract. That is an information sheet. Contracts have details and consequences if things unforseen happen: Wrong cake delivered, wrong icing on cake, accidents, refunds, etc.
Hi…I love every bit of this, now in the event of death(bride or groom) how much do u refund back.
Yikes – I guess that would depend on when they died. If I hadn’t done any work, I’d likely refund all.
Hi
How you address a person who don’t buy cakes by Serving, specially when they only go by the size and looks ?
As a customer my self if I am asking for a book or a specific Theme I just want to see how talented the baker is, if I have the money and I ask price of that specific cake just give me the price! Is up to me accept the deal or not. What you think about this?
Is the template still available? I’ve made several requests and haven’t received one.
Hmmm – you can try this link: https://drive.google.com/file/d/0B6wYLvEf4YNObTVkNEFjanZvTVk/view?usp=sharing&resourcekey=0-luPeBinT1GdQjMoOXzsSEA
Hi Rose, this is so helpful, thank you!
I have been making cakes for a while but only starting to sell to the public, not just friends.
I just wanted to know the order your whole ordering process is done.
Is it:
1. Some one fills in an initial enquiry form (I have set up a Google forms form for now)
2. You get in touch and have a consultation to discuss details (I have set up a Zoom account for my business so I can do video appointments online, would that work?)
3. You write up a contract and send it to them to sign. (Thanks for the template!)
4. They pay a deposit.
4. The cake is booked.
Is this the kind of process that you go through? Still trying to figure it out!
Thank you in advance for your help!
Mollie