Essential Information on Wedding Cake Contracts

Now that you have designed the perfect cake for your bride and determined the appropriate costs, it is time to draw up a contract. This is the most important part of the wedding cake order. It is essential to protect yourself against unreasonable complaints and litigation and that the bride is well aware of her rights. Be sure to go over the contract in detail with the bride, and not only sign the document, but to initial each paragraph.

Why do you need a wedding cake contract?
  1. A contract conveys that you are a professional running a business.

  2. A contract explains in detail how the cake will be designed and structured

  3. It outlines expectations for both the cake designer and the customer

  4. It establishes clear guidelines for payment

  5. It defines your liability

What should the contract include?
  1. Contact information for the couple and reception venue

  2. A detailed description of the cake
Clear pricing logic

  3. Payment terms
Cancellation terms

  4. Your company’s liability

  5. Basic Information

  6. Your company name and contact information

  7. Title of the document (i.e. Wedding Cake Contract)

  8. Wedding date and day of the week

  9. Name, address, and several phone numbers, and e-mail addresses for the couple

  10. Name, address, and phone number for the reception venue

  11. Guest arrival and delivery time

  12. If possible: estimated guest count, wedding colors, florist and photographer information

Basic Information - Example

To be filled out by the bride

Wedding Cake Details
  1. Name of design

  2. Notes for decorator

  3. Toppers

  4. Flowers

  5. Advance work

  6. Pillars
Board size and color
Wrapping or Serving?

  7. Illustration
Amount x Price

  8. Upcharges
Floral Add-ons

Accessory Charges
  1. Rentals

  2. Delivery

  3. Grand Total

  4. Non-refundable Deposit

  5. Additional Deposit

  6. Final Balance Due

Wedding Cake Contracts
  1. Lines for Payments

  2. Final Cake Balance

  3. Rentals - Example
Make the item’s value clear

  4. Explain when it needs to be returned

  5. Type of deposit

  6. Emergency contact information

  7. Totals

  8. Delivery and set-up

  9. Grand total

  10. Non-refundable deposit

  11. Additional deposit

  12. Final balance due date

  13. Lines for payments

  14. Final balance

  15. Extra Servings- should be treated as a completely separate transaction from the wedding cake

  16. Provide a due date for the extra servings cake order

  17. Payment information

  18. The Fine Print
Cancellation Policy

  19. Re-consultation Fee

  20. Inedible Products Disclaimer

  21. Outdoor Display Disclaimer

  22. Structural and Design

  23. Completed Set-up
Liability Limited to Value of Cake

  24. Right to cancel if not Paid in Full

  25. Photography Rights

  26. Acknowledgement

  27. Wedding Cake Contract Terms

  28. Flowers

  29. Extra Servings

  30. Anniversary Tier

  31. Cake Bags

  32. Changes

  33. Swatches

  34. Flowers

Who – provides and arranges
  1. What – fresh, silk, gum-paste

  2. Where – at hall, delivered to bakery

  3. When – will they arrive

Cake Toppers
  1. Who – puts it on

  2. What – type (monogram, ceramic, floral)

  3. Where – will it be

  4. How is it constructed

  5. Deposits and Refunds

  6. Clear time frames

  7. Specifically how much deposit is kept

  8. How much is refunded

  9. Reasoning for deposit and refund policy

  1. How much at time of booking

  2. Methods of payment

  3. Personal check policy

  4. Absolute deadline for final payment

  5. Liability
When does your liability begin and end?

  6. Food safety and allergen statement
Inedible products disclaimer

The Real Legal Stuff
  1. Our Liability
Force Majeure (acts of God)

  2. Venue (where litigation takes place)

  3. Attorney’s Fees (who pays)

  4. Entire Agreement (the whole shebang)

  5. Other Notes (write – in)

  6. Signatures of both parties

How do I draw up a contract?
  1. DIY - Do It Yourself 
Small Business Administration

  2. Online resources: search engines (Google) “contracts”

  3. Computer programs: word processor, spreadsheet, graphics, specific DIY legal software

  4. Professional printing services

  5. Invest in professional legal advice.