Cake order form template

Last updated 19 August 2026 · Copy it, cut what you do not need, and put it in whatever form tool you already have. Nothing here requires our software.

The form

About you

• Your name (short answer, required)
• Phone number (short answer, required)
• Email (short answer, required)
• How did you hear about me? (short answer, optional)

The occasion

• What date do you need it? (date, required)
• Pickup or delivery? (choose one: Pickup · Delivery, required). If delivery, ask for the address and say your delivery area and fee here.
• What time? (choose one, using your own windows, required)
• What is the occasion? (short answer, optional)

The cake

• How many people does it need to serve? (number, required). Ask servings, never tiers or inches: she knows how many people are coming and you know what size that is.
• Flavour (choose one, from your own list, required)
• Filling (choose one, from your own list, required)
• Does anything need writing on it? (choose one: No · Yes, required)
• If yes, type it exactly as you want it to appear (short answer, shown only when the answer above is Yes)
• Photos of what you have in mind (file upload, optional, allow more than one)
• Anything else I should know? (long answer, optional)

Allergies

• Does anyone eating this have a food allergy or intolerance? (choose one: No · Yes, required)
• If yes, please list them (long answer, shown only when the answer above is Yes, required when shown)

Put your own kitchen statement directly under these two, in your own words. Something like: "My kitchen is not allergen free. I bake with nuts, wheat, dairy and eggs, and I cannot guarantee against traces of any of them."

Budget and confirmation

• Roughly what budget did you have in mind? (choose one, in bands, optional). Bands rather than a blank box, and start the lowest band at your actual minimum.
• I understand my date is not held until the deposit is paid (checkbox, required)

Why each of these is here

Allergies get their own question, not a line in "anything else"

This is the one that matters most and the one most often folded into a general notes box, where it is skipped. Asking yes or no first and only then asking what forces an answer, because a required question she has to actively say "no" to is much harder to scroll past than an optional box she left empty.

Put your kitchen statement next to it rather than in your bio. Someone reading the allergy question is the exact person who needs to know your kitchen is not allergen free, and that is the moment she decides whether to order.

The date question is only useful if it knows your calendar

A plain date box will happily accept a Saturday you are already full on, and now you have an enthusiastic customer and a message to write that you did not want to write. If your form tool lets you block dates, block them, and set a minimum lead time in the same place.

If it does not, say it in words directly above the box: "Custom orders need at least two weeks. If your date is sooner, message me before filling this in." It will not stop everyone, and it turns most of those messages into a conversation before the disappointment rather than after.

Ask for the exact spelling, in its own box

"Happy Birthday Mackenzie" is four different names depending on who is spelling it, and a name piped onto a cake in the wrong spelling is not a fixable mistake at four in the afternoon. Ask her to type it exactly, then copy and paste what she typed rather than retyping it yourself.

Ask for budget in bands, and put your minimum at the bottom

Bakers avoid this question because it feels rude. Asked well it saves both of you an afternoon: the person who wanted a three-tier wedding cake for $80 finds out now, from a list, rather than from you later.

Bands work better than a blank box, because a blank box makes people guess low or leave it empty. Start the lowest band at what you actually charge for the smallest custom cake you will make. Anyone for whom that is too much has just found out painlessly.

The checkbox is the cheapest thing on this list

"I understand my date is not held until the deposit is paid" costs you nothing and does two jobs. It sets the expectation before she is emotionally committed, which is the only time it lands well. And it is a record that she actively agreed, which is worth considerably more than the same sentence in fine print she never scrolled to. More on that in deposit policy wording you can copy.

What to leave off

• Tiers and inches. Ask servings. She is guessing at sizes and you are not.
• Anything you will not read. Every optional question costs you completions. If you have never once used the answer, cut it.
• An address for a pickup order. Ask for it only in the branch where it is needed.
• A question you could answer yourself. "What flavours do you offer" belongs on your page, not in her form.

Where to put it

Wherever it is, the link goes in your Instagram bio and gets pinned. A free form tool is entirely adequate to start, and the win is not the tool: it is that the answers arrive in the same shape every time instead of being scattered through a conversation. More on that in keeping track of custom orders that arrive as DMs.