Cutting the cake is a special, symbolic moment for newlyweds, meaning they expect the best out of their order! In an ideal scenario, a customer orders a wedding cake, you bake it, they pay for it on time with no changes midway through, and delivery is a breeze. Although this is a plausible outcome, there will always be nuances.
But alas! We do not live in a perfect world, and you can’t assume that every process will always run smoothly. As your customers share their excitement with you for their “big day,” reassure them that a cake contract will make expectations clear for everyone involved. A wedding cake contract ensures that everyone involved understands expectations, establishes clear guidelines for payment and delivery, and helps keep your bakery from getting left high and dry with last-minute cancelations. Cake contracts are very popular for weddings, but you may consider creating contracts for other costly cakes too.
Why Create A Cake Contract?
For better or worse, we’re living in a pretty litigious time. For some, taking legal action against a person or entity that they believe has harmed them is their first reaction. Ultimately, a cake contract protects you and your bakery from a variety of situations such as last-minute cancellations or late payments.
We are no lawyers, but we know for sure that you’re better off requiring a wedding cake contract than getting in trouble down the line. Get your free wedding cake contract template at the bottom of this post that you can tailor to your specifications. To make it fit your bakery, consider the four basic sections of a cake contract:
- Event Details
- Order Specifics
- Pricing and Payment
- Terms and Conditions
1. Event Details
In this first section, you’ll want to include as much information about your customer and their event, especially if they are ordering online. Our recommendation is to conduct a cake consultation where the communication is direct so both parties gain clarity on exactly what the order entails.
Aim to be as specific as possible in your contract. For instance, don’t just write down the venue’s address; record the location of the room the cake will be in. Be sure to include:
- Contact information for more than just the customer (think venue coordinator, event coordinator, emergency contact, etc.)
- Venue information such as location, date, and time
- Number of guests in the party
2. Order Specifics
Next, you should include the specifications of the custom cake, such as:
- Sketch of cake
- Size/ Number of servings
- Number of tiers
- Cake flavors
- Frosting flavors
- Allergens to avoid
Once again, be specific as possible so that if there is ever any dispute you can refer to the cake contract. This is particularly important for customers who may have allergies to common ingredients. Ask your customers to list out any allergies they or their guests may have prior to them signing the contract. You want to keep their health and your business protected.
3. Pricing and Payment
This section gets down to the nitty-gritty of the numbers. It’s best to have an itemized cost of the custom cake. This outline will not only help the customer see where their money is going, but it could spark a conversation about what else needs to be included, such as rentals like cake stands or props.
After you outline all the items, detail the payment schedule. How much of a deposit is required? If the order is canceled, which portions of the transaction are refundable or nonrefundable? What is the cancellation window for the customer? When will you stop accepting modification requests? Will the customer be picking up the cake, or will they be charged a delivery fee?
Your customers will appreciate you being upfront and honest with your prices. After all, nobody likes to be surprised with additional charges they didn’t know about once they’re ready to pay their bill. Furthermore, you should always know your worth when it comes to setting your rates. If a customer has a request that you know will be time-consuming, tedious, or will require assistance from additional staff, let them know that there will be additional costs to accommodate their order.
4. Terms and Conditions
Cover your bases in this final section. Explain what you are not liable for such as damage to the cake not caused by your bakery, property damage, or allergic reactions.
This is also the section where you should outline “what if” scenarios. What happens in the event of date changes, design changes, or they simply don’t like your finished product? This is where your refund policy comes in handy.
A wedding cake contract helps protect your bakery and your clients. To make it even easier, we’ve included a wedding cake contract template that you can customize to your bakery’s specifications. We cover the basics for you, so you can spend less time in the office and more time in the kitchen! Bakers, preheat your ovens, it’s time to make magic happen!
In search of more tips on wedding cake orders before hitting the kitchen? BakeSmart’s wedding settings can help you keep on track of it all so you can continue to deliver beautiful and memorable wedding cakes while minimizing the complexity of contracts and maximizing your profits.
*Please note that this wedding cake contract is meant to be used as a template and has not been reviewed by a lawyer.