There is all kind of software out there on the www where I am sure you could find templates for contacts. Check out CakeBoss software…..NOT the tv baker. I also am just a hobby baker. I ask for 50% down about 2-3 months before. Full payment one week before. As far as a refund…..very good question. Guessing it would have to be extraorinary circumstances. If wedding is cancelled, for sure you keep down payment. Beyond that……???? Each situation could warrant a different decision.
Another tip…write EVERYTHING down. Make sure your customer/bride understands what the final cake will look like. I had a customer give me a picture and wanted the cake EXACTLY like it. But the cake was pink bc, she wanted white fondant….etc., etc. That was a learning experience!!! I don’t like to “copy” exactly…a few changes to make it my own. I make note specifically what they want, colour. style, cake flavor, type…etc…and have them SIGN/INITIAL. This way there are no misunderstandings. You thought chocolate, they said mocha…..you get the picture.
Hope this helps. Best of luck
June ( jchuck ) Burlington, On., Canada