Food Truck Quote Template
A food truck books two ways: a private hire where the host pays for every guest, or a vending spot where guests pay and the host guarantees a minimum. Say which one this quote is, how many servings and service hours it covers, and what the site must provide, from a level spot to a power hookup.
No sign-up. Totals, tax and deposit are worked out for you; print it or save it as a PDF.
Free download (no sign-up): Excel / Word
This quote as a file you can fill in and send: the line items below, with amounts, tax and the total worked out by formulas.
How to use this file
- Download it and open it in Excel, Google Sheets, Numbers, Word or Google Docs.
- Put in your business details and the client, then replace the example lines and prices with your own. In Excel, amounts, tax and the total update as you type.
- Check the payment terms, then save it as a PDF and send it to the client.
Example line items
| Item | Unit | Qty | Example price |
|---|---|---|---|
| Menu per guest (choice of 2 mains, 1 side, drink) | guest | 100 | 12–22 each |
| Service time beyond 2 hours | hour | 1 | 100–250 / hour |
| Extra staff for crowds over 100 | staff | 1 | 150–300 each |
| Travel beyond 20 miles | mile | 30 | 2–5 / mile |
| Generator (no site power) | event | 1 | 75–250 |
| Disposable plates, napkins and trash removal | guest | 100 | Included |
Amounts are examples before tax, not price advice. Add sales tax or VAT where it applies.
What to put on the quote
- Private hire (host pays) or vending (guests pay), and the minimum guarantee that applies either way.
- Guest count, menu choices, servings per guest and the service window (for example 11:30–1:30).
- Site needs: a level spot for the truck plus a serving area, gate height and width, power and handwashing nearby.
- Permits and property approval: who applies, and whether the fee is in the quote.
- Arrival time for setup, when service stops, and how trash and gray water leave the site.
Common mistakes
- Vending at a company picnic with no minimum, then selling 40 meals.
- Skipping the site visit, so the truck cannot clear the gate or park level.
- A per-guest price with no service window, so 150 people arrive at once and the line runs an hour.
- Leaving the permit fee as “we’ll sort it out” until the week of the event.
Deposit, balance and validity
A 25–50% deposit to book holds the date and counts toward the total. Private hires pay the balance 7 days before; for vending, any shortfall against the minimum is invoiced the day after. Final counts are due a week ahead, and a weather cancellation can move to a new date once. Quote valid for 30 days.
Questions people ask
What is a minimum guarantee?
For vending, the host guarantees a sales total. If guests buy less, the host pays the difference.
How many people can one truck serve in an hour?
Roughly 60–100 with a short menu. Bigger crowds need a longer window, fewer items or a second truck.
Do you need power from the venue?
Most trucks run on their own generator. A venue hookup is quieter, and the quote notes which one is used.
Who gets the permit?
It depends on the location. The quote names who applies and whether the fee is included or passed on.