Handing over catering planning? Leave them this.
You’re moving on, and in their first week your replacement will be asked to sort out morning tea. Everything they would otherwise have to work out from scratch, from the billing to the loading dock to how many are gluten free, fits on one page. Copy the note below, fill it in and leave it with them.
Catering handover
In a large organisation, the catering usually carries on when the regular booker leaves. In a smaller team, where one person does all the ordering, it often doesn’t. This note closes that gap.
Fill it in, pass it on
Type your team’s details into the form and the note writes itself. Then copy it, email it to your replacement or print it.
Fill in your handover note
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Nothing you type here is sent to us. It stays in your browser until you copy, email or print it.
CATERING HANDOVER: [team name] CATERER White Henry, whitehenry.com.au, phone 02 9640 0366. Order online. Each person orders from their own account, so register with your work email rather than using mine. HOW WE PAY [Card / Pay Later (invoice by email) / account terms / one combined bill] Invoices go to: [name or finance inbox] PURCHASE ORDERS Who raises the PO: [name] Cost centre or budget code: [code] Who approves: [name] Tip: put the PO number or meeting name in the "P.O. number or reference" box at checkout and it prints on the invoice. Need approval first? Save the order as a quote and send it on. BUDGET [per person or per event limits, if any] DELIVERY Address: [building, street] Level and room: [level, room] Getting in: [loading dock / security desk / who to ask for] Contact on the day: [name, mobile] OUR USUAL ORDERS [meeting]: [how many people], [what we order] [meeting]: [how many people], [what we order] DIETARY REQUIREMENTS IN THE TEAM [number and type, e.g. 2 gluten free, 1 vegan] For bigger events, DietSync collects them from guests for you. GOOD TO KNOW Every item shows its own order deadline on the website. Some items, like our premium sandwich and baguette platters, need more notice than others. Deliveries are Monday to Friday. IN PROGRESS Quotes waiting for approval: [quote reference] Upcoming orders already placed: [dates]
Four things to do before you go
Fill in the note
It takes one sitting. Your last few order confirmation emails will remind you of the usual orders.
Forward an order confirmation
Send your replacement one of your recent order confirmations, so they can see exactly what a typical order looks like.
Use your rebate credit
Rebate credit sits in your own account, so put it towards the team’s next order before you leave.
Let us know
Tell us who is taking over, so we can make sure their account is set up the way your team pays.
Your first week with the catering
Register your own account
Use your work email. Your orders, quotes and rebate credit then belong to you.
Log in or registerSave the usual items
Add the team’s regular items to your favourites, so the next order is a few clicks.
Your favouritesLearn the costs once
A quick read on what catering costs per person, and how to get an order approved.
What it costs per personHandover questions
Can two of us share one account?
Can our invoices go to the finance team?
What happens to quotes I saved?
What should my replacement do first?
Make the handover the easy part.
Fill in the note, introduce your replacement to us, and the team’s catering carries on without a gap.
About the pattern. The difference between large organisations and small teams comes from our regular bookers who stopped ordering between 2018 and 2026, compared by organisation.