The Perfect Wedding Cake: A Guide To Cake Contracts

A wedding cake contract is a formal agreement between the baker and the customer. It outlines the expectations of what the baker is required to provide, the costs, and how payments are made. It also sets clear boundaries and parameters for how the cake will be created, delivered, and set up. The contract should include contact information, cake design specifications, pricing and payment, cancellation policy, insurance and liability, and a photography release. It is important to have a contract in place to protect both the baker and the customer in case of any last-minute cancellations, changes, or issues.

Contact Information

The contact information section is a crucial component of your wedding cake contract, ensuring clear communication between all parties involved. Here's a detailed breakdown of what to include:

• Full Names and Titles: Begin by stating the full names and titles of both parties—the couple and the wedding cake baker or bakery. This adds a layer of professionalism and clarity to the contract.
• Phone Numbers: Include multiple phone numbers for each party if possible. Aside from the primary phone numbers, consider providing alternative or emergency contact numbers. For the couple, this could be the phone numbers of their wedding planner, event coordinator, or a trusted family member. For the baker, an alternative number could be that of an assistant or another team member.
• Email Addresses: Providing email addresses for both parties is essential for written communication and record-keeping. This allows for the exchange of detailed information, such as design specifications, payment receipts, and any changes or updates to the contract.
• Mailing Addresses: Include the mailing addresses of both the couple and the baker or bakery. This information may be necessary for invoicing, shipping, or any physical correspondence.
• Event Details: This section should encompass the date, time, and location of the wedding. It is crucial to specify the exact time and address to avoid any misunderstandings or logistical issues on the big day.
• Additional Event Contacts: It is beneficial to obtain contact information for other key individuals involved in the wedding planning process. This could include the venue coordinator, event planner, or any other emergency contacts. Having multiple points of contact ensures smooth communication and coordination.
• Client Details: As the baker, you may want to request additional client information, such as the client's full name, email address, and any other relevant individuals associated with the order (e.g., the groom or bride).
• Delivery Details: If delivery is required, include the delivery date, event location, and preferred time of delivery. This ensures that the cake arrives at the correct location and time, coordinating with the wedding schedule.
• Signatures: Finally, both the wedding cake baker or bakery representative and the couple should sign and date the contract. This signifies their agreement to the terms outlined and makes the document legally binding.

By including comprehensive contact information in your wedding cake contract, you foster clear communication, prevent misunderstandings, and protect both the baker and the couple in the event of any unforeseen circumstances.

Cake Design Specifications

Even if you're certain that your wedding baker clearly understands the aesthetic you're aiming for, it's important to outline the details of the cake design in the contract. This should include the selected flavours, the size and/or shape of the cake, and any additional design elements discussed between you and your baker. If there are any sketches, drawings or images that are intended to be incorporated, be sure to list them here.

Attach all designs the client shows you to the contract. That way, you can both refer to them later in case there are any issues or changes.

If you plan to include writing on the cake (e.g. 'Happy Birthday'), be sure to specify this in the contract.

If you are using sugar flowers, fresh flowers, or other ornamentation such as a topper, outline this in the contract. This often means there will be additional fees and separate payment terms, so be sure to detail this.

If you are renting a cake stand, cake plateau, or any other accessories, include this in the contract, along with the deposit required, and the return policy or late return fees.

Pricing and Payment

This section outlines the total cost of services for the wedding cake, including any additional fees that may be added for delivery, setup, and rentals. It is important to provide an itemised cost of the cake, listing any extra charges for elements such as fondant, special fillings, accessories, or additional tiers.

The payment schedule should be clearly defined, including the dates when the initial deposit, progress payments, and final payment are due. It is customary in the cake industry to request a non-refundable deposit of around 50% to confirm and hold a reservation. The remainder of the payment is typically due two weeks to one month before the event. Late or missed payments may result in substitutions or modifications to the original order or even cancellation, so this should be outlined clearly.

The contract should also specify the methods of payment that are acceptable, such as cash, check, PayPal, money order, or credit card, and any additional fees that may be incurred, for example, a processing fee for credit card payments.

Finally, the contract should include the business's cancellation policy, outlining any applicable fees and the timeframe for cancellations. This section should also state whether the deposit is refundable or non-refundable.

Cancellation Policy

A deposit of 50% or more of the total cost of the order confirms and holds a reservation. The deposit is refundable in full 30 or more days before the event, minus a $25 transaction fee for consultation services rendered. The remainder of the payment is due no later than 14 days before the event. Late or no payment is subject to cancellation. Late payments may result in substitutions or modifications to the original order. Cancellations received on or within 14 days of the event may not be subject to refund.

In the event of a cancellation, the deposit will be forfeited. If the cancellation is due to extenuating circumstances, such as a natural disaster or a death in the family, the deposit may be transferred to a new date, subject to availability.

If the baker needs to cancel the order due to unforeseen circumstances, such as illness or a natural disaster, the deposit will be refunded in full.

Design change requests are subject to additional fees. Design changes are not permitted within 21 days of the event.

The bakery reserves the right to cancel the order if the client fails to make the final payment by the due date. In this case, the deposit will not be refunded.

In the event of a cancellation, the client must notify the bakery in writing as soon as possible.

Intellectual Property

Inform the client that you may not be able to replicate cakes exactly, especially if the design they want is copyrighted. You should also include a section in the contract that states you may use photographs of the cake for promotional purposes.

You should also define the size of each slice of cake and acknowledge that the amount of cake needed is an estimation and not guaranteed to be exact. You should not be held responsible if a cake shortage occurs because slices are cut larger than the agreed-upon measurements.

Frequently asked questions