Free Caterer Credit Note Template
Generate credit notes for catering deposit refunds, guest count reductions, and billing adjustments. Free PDF, no signup.
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About Caterer credit notes
Caterers issue credit notes when an event is cancelled after a deposit is paid, when the confirmed guest count at final billing is lower than the estimate used in the original invoice, or when a menu tier is downgraded after initial invoicing. Per-head pricing means that headcount changes between booking and the event routinely require credit adjustments.
A catering credit note references the original invoice, states the per-head rate, and shows the adjusted headcount or the specific items being credited. Clients often need this document to reconcile their event budget.
When to issue a credit note
Issue a credit note when a corporate lunch booking is cancelled 48 hours before the event and your policy allows a partial refund of the deposit. Use one when the final guest count is confirmed 30 below the estimate and the per-head billing needs to be corrected. Issue one when a buffet package is downgraded from premium to standard after invoicing at the premium rate. It also applies when a pre-paid bar tab runs under the minimum and the balance is returned to the client.
Frequently asked questions
The final headcount at the event was lower than the number I invoiced for. How do I document the adjustment?
Issue a credit note for the difference between the invoiced headcount and the actual headcount at your agreed per-head rate. Reference the original invoice and state both the original and actual guest numbers in the description. This makes it easy for both sides to verify the calculation.
A client cancelled a 200-person wedding reception three weeks out. My contract states a 75% cancellation fee. What do I credit?
Calculate the 25% refundable portion and issue a credit note for that amount. Make sure the credit note references your contract's cancellation clause and the original invoice. Retain copies of both documents. If the full fee has already been paid, process the refund for the credited portion after issuing the credit note.
Do I charge VAT on a credit note for catering services?
If your original invoice included VAT, the credit note must reverse the VAT at the same rate. Show the net credit and VAT amount separately. Food and beverage VAT rates vary by country and sometimes by service type, so mirror the VAT treatment from the original invoice exactly.