Sample Wedding Letter of Agreement to confirm wedding with Scott's Catering Services:
Clients Details:
Date:
Dear, SURNAME and SURNAME, Wedding - DATE.
Thank you for choosing Scott's Catering Services for your upcoming wedding. This letter sets out the terms and conditions under which we will plan your wedding day. Please read the following information thoroughly and if you have any questions please feel free to contact us.
Reservation:
We have provisionally reserved DATE for your wedding day.
To fully confirm your reservation we must be in receipt of your non-refundable deposit of £500 (the deposit will be deducted from the total cost of your wedding day) and we ask that you sign and return a copy of this letter no later than DATE.
If we do not receive either your deposit or signed letter by the date stated as above your provisional reservation will be cancelled without notice.
Ceremony & Reception:
Your wedding ceremony will take place in the VENUE and will commence at TIME.
The meal & evening reception will be held in the TIME.
It is anticipated that your wedding day will finish at 12:00am.
Guests:
You anticipate that TBC adults and TBC children will attend your wedding day with additional TBC guests attending the evening reception.
Your table plan for the meal should be provided to us no later than 1 week before your wedding day.
The final number of daytime and evening guests attending must be confirmed as soon as possible and in any event no later than two days before your wedding day. If this results in adjustment to your table plan please let us know when you are confirming your final number of guests.
The number of guests used to calculate the total cost of your wedding day will be the final number as confirmed to us in accordance with the point above.
As your wedding day will be attended by both adults and children, we may when serving guests at the bar ask them to provide identification confirming that they are 18 years or older. You are responsible for ensuring that all guests attending your wedding day abide by their legal responsibility not to supply alcohol to any guest under the legal age permitted to drink alcohol.
Planning Meeting:
We will arrange to meet you with approximately 3 months before your wedding day to discuss the final arrangements. After this meeting we will write to you confirming these arrangements, and if there is anything that you would like to change, amend, enhance or remove, or if there is anything wrong, you must contact us as soon as possible.
Payment:
We will send you an invoice for 100% of the Anticipated Total Cost, once we have discussed and agreed on your wedding plans.
The non refundable deposit of £500 should be paid as soon as possible or before DATE.
On receiving of your deposit, we will send you a payment received form, highlighting what you have paid and how much money is still outstanding.
50% of the remaining balance must be paid 3 months prior to your wedding.
The remaining 50% balance must be paid 1 month prior to your wedding day.
If late amendments have needed to be done, there may be a final invoice sent to you. This should be paid in full as soon as possible.
Cancellation by You:
If you decide to cancel your reservation, you must notify us as soon as possible in writing.
If you cancel your reservation the following charges (cancelation charges) will apply, on top of the loss of the original non-refundable deposit.
More than 12 months from your wedding date - you will be charged 10% of the Anticipated Total Cost.
Within 6-12 months of your wedding date - you will be charged 25% of the Anticipated Total Cost.
Within 3-6 months of your wedding date - you will be charged 50% of the Anticipated Total Cost.
Within 3 months of your wedding date - you will be charged 100% of the Anticipated Total Cost.
All cancellation charges must be paid within 14 days of the date on the invoice.
Cancellation by Us:
Wedding Insurance:
We recommend that you consider taking out wedding insurance. For the avoidance of any doubt if for some reason you cancel your wedding day or something happens that is not covered by the terms of your insurance, you will still be liable for the cancellation charges as set out in the cancellation points above.
Our Staff:
Personal Belongings:
Unless we have discussed prior to your wedding day, we will not be responsible for storing any personal items belonging to you or your guests. We will not be held responsible for any lost personal items, before during or after your wedding day. Should any items be found left after the event, they will be collected together and someone from the bridal party will be informed of the location, it is then your responsibility to collect these items.
Once again, we are delighted that you have chosen Scott's Catering Services to cater for your upcoming wedding and we look forward to meeting with you over the coming months.
With Kind Regards,
NAME
Wedding Co-ordinator
I have read and understood all the points within this letter, and understand by signing and returning this letter a legally binding contract will be created between myself and Scott's Catering Services.
.................................................... Date of Signature................................
(to be signed by the person settling the invoices)
..........................................................Full Name
..........................................................Address
..........................................................Address
..........................................................Address
..........................................................Telephone Number
