Free template
Cake contract template for custom orders
This cake contract template covers the ten things every custom order needs in writing: who ordered, what, when, the price, the deposit, when the balance is due, changes, cancellations, allergens and pickup or delivery. A common setup is a non-refundable deposit of 30 to 50 percent to book the date and the balance due on or before pickup. Download the sheet, fill in your terms once, and send a copy with every order.
| Clause | Sample wording | Your terms |
|---|---|---|
| Customer | Name, phone or WhatsApp number, email | Fill in per order |
| Event and pickup | Event date, pickup or delivery date and time, address | Fill in per order |
| Cake details | Size, servings, flavor, filling, frosting, design notes, reference photo | Fill in per order |
| Price | Total price including delivery and extras: $240 | Fill in per order |
| Deposit | A non-refundable deposit of 40% ($96) books the date. The date is held only once it is paid. | 30% to 50% |
| Balance | The balance ($144) is due 3 days before pickup or delivery. | 3 days before |
| Changes | Design or size changes are accepted up to 7 days before the event, subject to price changes. | 7 days |
| Cancellation | Cancelled 14 or more days out: deposit moves to a new date within 6 months. Less than 14 days: deposit is kept. | 14 days |
| Allergens | Made in a kitchen that handles wheat, milk, eggs, soy, peanuts and tree nuts. Traces cannot be ruled out. | List your allergens |
| Handover | Once picked up or delivered, the customer is responsible for transport, storage and display. | Keep or edit |
| Signature | Customer name, date and acceptance (signature, email reply or message) | Fill in per order |
What goes in a cake contract template
A cake contract does not need legal language to work. It needs to be specific enough that you and your customer remember the same thing on pickup day. The sheet below lists each clause with sample wording you can keep, change or delete.
Write the order details first: name, phone or WhatsApp number, event date, pickup or delivery time, size, servings, flavor, filling, frosting and design notes. Attach the reference photo if there is one, and note that hand-made decorations will not be an exact copy.
- Order details and agreed design
- Total price, with delivery and extras listed
- Deposit amount and the date it is due
- Balance amount and the date it is due
- Last day for changes
- Cancellation and rescheduling terms
- Allergen notice
- Pickup, delivery and care after handover
Deposit and cancellation clauses
The deposit clause answers three questions: how much, when, and what happens to it if the order is cancelled. Many bakers ask for the deposit to book the date and say plainly that the date is not held until it arrives.
Example: a two-tier birthday cake is priced at $240. With a 40 percent deposit, the customer pays $96 to book and the remaining $144 is due three days before pickup. If they cancel more than 14 days out, you might move the deposit to a new date within six months; inside 14 days, the deposit is kept because ingredients and time are already committed.
Read next: Cake deposit policy and payment links for deposits
Changes, cancellations and allergens
Set a cut-off for changes, such as seven days before the event, and say that changes after it depend on what you can still do. Price changes from added tiers or decorations go on the same contract.
For allergens, state which of the major allergens your kitchen handles, and that you cannot guarantee a cake free of traces if you bake in a shared or home kitchen.
This template is a starting point, not legal advice. If a dispute could be costly, ask a local lawyer to review your terms.
Track deposits and balances in Farinu
A contract says what is owed; you still need to know who has paid. In Farinu you add the customer with their WhatsApp number, create the order from your price list, and record the deposit and the balance as payments against it.
Each order shows its status, from confirmed to deposit paid, in production, ready, delivered and paid, with the balance still due. When a delivered order still has a balance, Farinu gives you a WhatsApp link with the reminder message ready to send. Once the order is paid, its lines are counted in your sales and monthly profit and loss.
Orders are free for up to 50 a month, and helpers are part of the Team plan; helpers can manage orders and payments without seeing your costs. Recipe costing is free for up to 10 recipes, so you can check the cake earns money before you agree the price.
Questions
- Do I need a contract for every cake order?
- For custom cakes with a deposit, yes. A short written agreement, even a message the customer replies to with an OK, avoids most pickup-day arguments.
- How much deposit should I ask for a cake?
- Many bakers ask for 30 to 50 percent to book the date, and more for large or complex cakes. Choose a share that at least covers your ingredients and the hours you block out.
- Should a cake deposit be refundable?
- That is your choice; just write it down. A common middle ground is moving the deposit to a new date if the customer cancels early and keeping it when they cancel close to the event.
- Does Farinu create the contract for me?
- No. Use this template for the contract. Farinu keeps the order, the deposit and the balance, shows what each customer still owes, and gives you a WhatsApp reminder link.
Related pages
Know who still owes you
Record each order, its deposit and its balance in Farinu, free for up to 50 orders a month and unlimited on Team. Costing what every cake earns is free for up to 10 recipes.