Start with the event.
A catering inquiry begins with a person planning something: a team lunch, a wedding reception, a celebration. The date, guest count, location, and expectations shape the order. Start there before moving into individual menu items.
Make uncertainty visible.
Some details will be confirmed. Others will still need a decision. Keep those two groups separate so the next person knows what they can act on and what they need to ask.
Give the conversation a destination.
End the conversation with a clear next step: confirm the menu, send a proposal, request a deposit, or arrange a team follow-up. Agree on who owns it and when it should happen.
Build around the handoff.
The conversation becomes useful when the next person can understand it. Bring the event details, menu selections, dietary requirements, timing, and delivery notes into one event brief.