Cake order form: real model included

Do you know how to make an order form for your cakes? I will explain the working method to organize your orders and survive it.

If you dedicate yourself to bakery full or part time, you’ve probably received a cake order once or twice. A good organization is essential for the good functioning of your time, your work and your expenses. You may have different orders at the same time: wedding cakes, cookies for a corporate event, birthday cakes, cupcakes, modellings, sugar flowers and many others.

Furthermore, you’ll have to add the details of each order: the costs, the shipping, the time of delivery, etc. I want to tell you about the method that works best for me when I have a cake order.

What’s a cake order form?

An order form is a must-have document for every cake shop or cake designer. The order form is the x-ray of every order, the document where we write down every peculiarity and extra notes of our orders.

In order to help you out, I’m leaving you this sample of a real cake order form.

Structure of an order form

The order form is structured in 4 basic sections:

• Sheet data
• Client data
• Order information
• Budget of the order

I recommend you to give your client a copy of the form. The order form must be signed by you and the client, as a symbolic contract. This will give your business some professionalism and your clients will take you seriously.

The sheet details

All forms must follow a numbering. It will be easier to file your orders in a folder. This way, it will be easier to find and consult when you need it. The sheet details shape the header of this document and we must write down the form number and the date of production.

The client details

You must collect the details of your client just in case you need to contact them. The first thing you need to know is what kind of order your client wants to make: a fondant cake, a sugar modelling, decorated cookies, personalized cupcakes, cake pops, a wedding cake, etc.

Write down what your client wants exactly and then draw the design or attach the pictures you or your client have used for inspiration. In the specifying notes, you must write down the flavour of the cake, the cake filling or syrup, the flavour of the cookie dough and the icing, etc. Here you must note if there’s any allergies or intolerances.

You must also consider the number of portions or units when you complete the form. Finally, write down if the design has got any extra aspects that you must consider when estimating the cost, like a flower cascade or a huge, three-dimensional modelling. You can consult the cost of a wedding cake if you need any help budgeting this kind of cakes.

The order form budget

This is the most important part of your form, as the price of your order must be clear from the beginning. In order to state a final price, you must consider the following aspects.

The first thing is to quantify the price per portion or unit, which may vary depending on the design. Any doubts about pricing a fondant cake? You must also consider the extra elements that you may price apart (as we commented before). You must also consider if there’s any shipping or assembling costs.

Once you’ve considered all those things, you will be able to give a total price with a breakdown of all expenses.

ADVICE: When you accept an order, always ask for a token payment. Sometimes, people order a cake that will never be picked up. If the client pays a part of the total price in advance, you’ll make sure they will come pick the order up. You can specify this token payment in the form.

How do you organize your order forms?

I hope this more technical post helps you organize and standardize your orders. If you mechanize the way of collecting your orders, you’ll make sure not to look before you leap and you will be successful. I hope you liked this template and that you use it from now on. It really does work for me.

Marc