A useful catering brief does more than name the food. It gives the scheduler, kitchen and cabin crew a shared understanding of what should be served, when it will be needed and how the aircraft can support that service. The strongest briefs distinguish confirmed requirements from preferences and unresolved questions. That distinction becomes especially valuable when passenger numbers change or an itinerary gains another stop. Rather than relying on a long email chain, build one working document that captures the essentials and identifies who can approve changes. The result is less guesswork at
Start with the operating schedule, not the menu. Record the departure airport, local departure date and time, passenger count, crew count and the contact responsible for the order. For a trip with several legs, identify which departure each meal belongs to and whether any food is intended for later service. Note the expected collection time separately from departure time, since the crew needs room in the schedule to receive and organize the order. Altitude requests orders 72 hours ahead; shorter notice is handled when the kitchen can. Flag any information that remains provisional rather than allowing an estimate to look like a confirmed instruction.
Separate dietary requirements from personal preferences. An allergy, a medically necessary restriction and a dislike should not be grouped under a vague note such as special diet. Identify the affected guest using an agreed passenger reference, specify the ingredient or restriction and ask the caterer to confirm what can be accommodated. Do not assume that a dish name establishes its ingredients or preparation conditions. Keep preferences equally concrete: dressing served separately, no raw onion, a lighter breakfast or a particular milk alternative. Where an account stores recurring details, review them against the current passenger list before reordering. Familiarity is useful, but it is not confirmation.
Describe the intended service in terms the cabin crew can execute. A breakfast immediately after departure calls for a different approach from refreshments available throughout a long flight. State the approximate service sequence, whether guests will eat together and whether the crew expects one meal or several smaller offerings. Presentation should follow that plan. Altitude offers individual boxes, shared platters and VIP boxes as client choices. Specify which format belongs to each service rather than applying one format automatically to the whole trip. For an early departure, ask whether guests prefer something ready to enjoy promptly or a more leisurely meal once the cabin settles.
Check the galley before confirming dishes that depend on heating, refrigeration or assembly. Share the equipment available, relevant storage limits and the number of crew members who will handle service. If warming is planned, confirm that the food and its containers suit the onboard equipment and request clear handling instructions. Avoid building a menu around several components that all need attention at once when one crew member will be serving. Consider the guest experience during clearing as well as delivery: compact portions and manageable accompaniments can simplify service. The aim is not to reduce choice, but to match the menu to the aircraft and staffing.
Translate broad requests into quantities and specifications. Well stocked beverages is not an actionable instruction; list each beverage by exact brand and count, noting size where it matters. Use the same discipline for food portions, crew meals and supplies. Distinguish a deliberate reserve from the base requirement so that additions do not accumulate unnoticed across revisions. Include any gifts or florals in the same brief, with their intended recipient or location and any timing requirements. Altitude accepts orders across these categories, which makes a consolidated brief useful. Before submission, check that the quantities reflect each service and leg rather than only the total passenger count.
Close the brief with a clear approval and revision process. Name one person who can resolve questions, and mark the latest version with its update time. When something changes, identify the specific revision and ask for acknowledgment instead of forwarding an entire conversation without direction. A passenger addition may affect meals, beverages, dietary requirements and supplies, so review those fields together. Share the final confirmed brief with the crew, including any substitutions and unresolved limitations. Saved account details and reorder functions can reduce repetitive work, but each trip still needs a final review. A reliable brief remains useful from the first kitchen question through the last onboard service.