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 Generic Blank Wedding Cake Contract and the policies used with it.
Save the Date Deposit
First, I require a $100 "Save-the-Date" deposit to book a wedding cake. Generally, I get this deposit and then I write the contract. Mostly I do this because writing up the contract takes time. I don't like to invest that time unless I'm certain I've booked the client.
On rare occasions, brides have requested a contract prior to paying a deposit, and I have accommodated them. I figure if they're asking for everything in writing, there's a good chance I'll get the order. Only once has that backfired on me.
So, I get the $200 retainer. I tell them that that retainer is non-refundable, with no exceptions. If I'm going to save a date for them months in advance, then I'm probably going to turn down other orders for that date.
Getting all the Details
After that, if details aren't already settled, the next step is to nail down the details. Usually, I already have an idea of the size and design of the cake, but before writing a contract, I need to have specifics.
Granted, I tell brides that changes can be made within a reasonable amount of time prior to the wedding. They may realize they're having more or less guests than originally planned, or they could suddenly see a different design or texture that they love. I'll make the changes if I can, and adjust the price accordingly.
With all details in hand, I write the contract. I use the generic contract that I'm sharing below and add the needed details and photos. I then send it to the bride for her to fill in her blanks and sign it. Once I have it back in hand, (ideally) I put the due dates on my calendar so that I will be sure to collect payments on time.
I said "ideally" because this is the one step I sometimes forget. I've had brides contact me and say, "Hey - I forgot to send that last payment and my wedding is this weekend... when do I pay you??" OOPS! In that case, the answer is, "NOW"... haha!
Wedding Cake Payments
But I'm getting ahead of myself. On the contract, I require 50% of the balance due 6-8 weeks before the event, and the balance is due 2 weeks prior to the event. I learned the hard way that chasing down money on someone's wedding day is a pain, so I refuse to do it anymore.
Why the window of 6-8 weeks? If they're booking the cake 8 weeks before the wedding, I usually get the $100 "save the date" immediately and make the first payment due in two weeks. If they're booking it months in advance, I usually set the 8 week due date. It varies a little and I'm okay with that. If it's being booked on shorter notice than 8 weeks, (which is rare because I'm usually booked up that far in advance) I go ahead and require 50% immediately.
For the second payment, most brides remember to go ahead and get it paid (because of our contract - that lets them know it's serious). For the few times that 2-week deadline has been missed, I contact them and tell them they must pay the balance immediately through PayPal or bring me cash.
Clear Expectations
I always try to make it very clear in these situations that I will not start work on or deliver a wedding cake until I'm paid in full - no exceptions.
And that, my friends, is my policy and method when writing wedding cake contracts. You can receive a copy of my Generic Blank Wedding Cake Contract by subscribing below:
If you have any other questions about contracts, ask me in the comments and I’ll do my best to answer if I can! Happy Caking!
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Stacey Pulk
Do you figure in cake layers and Columns and do you just charge for them? Or do you request them back?
Rose
Yes, I do figure that into what I charge. And I do not request them back.
natalia cole
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
Rose
Hi Natalia - I have a How to Charge for Cakes post here 🙂 Hope it helps!!
Vickey pedraza
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
Tina
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
Rose
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.
Donna McPheeters
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.
Isabella
Hi...I love every bit of this, now in the event of death(bride or groom) how much do u refund back.
Rose
Yikes - I guess that would depend on when they died. If I hadn't done any work, I'd likely refund all.
Vickey Pedraza
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?
Sandra L Garth
Is the template still available? I've made several requests and haven't received one.
Rose Atwater
Hmmm - you can try this link: https://drive.google.com/file/d/0B6wYLvEf4YNObTVkNEFjanZvTVk/view?usp=sharing&resourcekey=0-luPeBinT1GdQjMoOXzsSEA
Mollie
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