When you’re pouring hours into designing and delivering someone’s dream cake, the last thing you want is a misunderstanding or last-minute surprise. That’s where your contract comes in! A clear, well-written agreement sets expectations, builds trust, and makes the entire planning process smoother for you and your clients.
Whether you’re working from a home bakery or a commercial studio, having a solid contract in place is one of the smartest moves you can make. In this post, I’ll walk you through the essential clauses every cake business should include. Plus a few optional ones that can save you serious stress down the line.
Why Every Wedding Cake Business Needs a Contract
Whether you’re a home baker or run a full-scale cake studio, having a solid agreement in place helps you avoid misunderstandings and ensures everyone is on the same page. It’s a powerful tool that protects your business, clarifies your process, and builds trust with your clients. That’s why I recommend putting a contract in place as early as possible.
It might not seem like a big deal when everything is going smoothly, but the moment you need it, you’ll be thanking your past self for having it in place.
Here are some of the major benefits of using one in your cake business:
Set Clear Expectations
A contract lays out the key details – what’s being ordered, when it’s due, how much it costs, and what happens if plans change. It keeps things clear from the start and helps avoid misunderstandings later. When everything is spelled out in writing, it’s easier for both you and your clients to stay on the same page and enjoy the planning process with less stress.
Protect Yourself Legally
Things don’t always go smoothly and that’s when your contract matters. From last-minute cancellations to delivery issues or weather disruptions, a solid contract lays out exactly what you’re responsible for (and what you’re not). It also gives you something to stand on when enforcing payment deadlines or handling unexpected requests.
Build Client Confidence
Clients are more likely to trust and book with professionals who run their business like a business. A polished contract shows that you’re organized, experienced and serious about delivering on your promises. It also reassures clients that their investment is protected and that you have a clear process in place to handle any issues.
Key Clauses to Include in Your Wedding Cake Contract
Contact and Event Details
Start with the basics like client name, phone number, email address, event date, venue address, and delivery time.
Order Summary
Outline the cake flavors, size (servings), number of tiers, design style, colors, and any custom elements. If you’ve discussed specific decor (e.g., fresh flowers, wafer paper flowers, toppers), include that here. Make a note that final designs may vary slightly due to the artistic nature of cake decorating.
Payment Terms
Include your deposit requirements (e.g., 50% to reserve the date) and the deadline for the remaining balance (typically 30 days before the event). Mention your preferred payment methods and what happens if a payment is late. This helps set expectations and keeps the booking process smooth.
Cancellation and Refund Policy
Lay out your cancellation terms clearly. Specify that the deposit is non-refundable and detail any conditions for partial refunds. Include a deadline for cancellations (e.g., no later than 30 days before the event) and the consequences of non-payment or late notice.
Delivery, Setup and Transportation
Explain what’s included in your delivery and setup service, and what the client is responsible for (e.g., a sturdy, level table, a cool room away from direct sunlight). If clients are transporting the cake themselves, include care and handling guidelines. Clarify that once the cake is delivered or picked up, responsibility transfers to the client.
Changes and Last-Minute Edits
Specify the deadline for any changes to the order (e.g., flavors, size, design) and outline your policy for handling last-minute edits. This protects your schedule and prevents miscommunication
Allergens, Liability and Guarantee
State that your products may contain or come into contact with allergens like wheat, nuts, dairy, and soy. Include a clause that releases you from liability for allergic reactions and makes it the client’s responsibility to inform guests. Also, mention your guarantee: if damage occurs after delivery/setup, you’re not responsible.
Photography and Marketing
Let clients know you may photograph the cake for marketing purposes or request photos from their photographer. If they don’t want the cake shared, offer a non-disclosure option for an additional fee. This ensures you can showcase your work while respecting client preferences.
Optional Clauses That Can Add Extra Protection
Cake Stands or Props
If you offer rental items like cake stands, boards, or decorative props, it’s important to outline clear terms. Your rental clause should cover:
- The rental fee and security deposit
- The timeframe for returning items (e.g., within 3 business days after the event)
- Your policy on damage, loss, or late returns
- Whether you offer pickup or only client return
Make it clear that failure to return items in good condition will result in a loss of deposit or additional replacement charges.
Force Majeure Clause
Unexpected events happen, and sometimes they’re completely out of your hands. A force majeure clause protects you in cases like:
- Severe weather
- Illness or medical emergencies
- Transportation failures
- Natural disasters
- Government shutdowns or restrictions
This clause states that you’re not liable if you’re unable to deliver the cake due to unforeseeable circumstances.
Dispute Resolution
The dispute resolution clause explains how you and the client will handle disagreements. You can specify that:
- Disputes will first go through written communication
- Mediation is the preferred resolution method
- Legal action (if necessary) will be pursued only in small claims court or in a specific jurisdiction
This adds structure to your contract and helps avoid drawn-out, costly disputes if issues ever arise.
Tips for Presenting Your Contract Professionally
Similarly to wedding cakes, a solid contract is only as effective as how you present it. You don’t want it to feel intimidating or overly formal, but you also don’t want it to be vague or incomplete.
Here are a few ways to make sure your contract looks professional and sets the right tone:
- Keep the formatting clean and easy to read
- Use consistent language across all your client materials
- Walk your clients through the main points
- Send a digital copy for e-signature
- Keep a copy on file
Make Your Contract Your Business Safety Net
You may not need it often, but when you do, your contract will be one of the most important tools in your business. It protects your time, your income, and your peace of mind. And just as importantly, it helps your clients feel confident and supported from the start.
If you’re not sure where to start (or you want a contract you can start using right away), check out my Cake Business Blueprint. It includes a ready-to-use Wedding Cake Contract, plus other tools like booking forms, portfolio templates, pricing guides, and sales scripts. Everything you need to streamline your business and confidently serve your dream clients.
Ready to protect your business and book with confidence? Start today with the Cake Business Blueprint.
