What to Ask Before You Take a Custom Cake Order

Before you quote a custom cake, get nine things from the customer: the date and time they need it, how many people it has to feed, the size or tiers, the flavour and filling, the design with a reference photo, any writing or colours, allergies, pickup or delivery, and their budget. With those in the first message you can give one accurate price instead of trading a dozen DMs. Below is the full list with why each question matters, a form you can copy, and what to put on your menu so customers answer before you ask.

Most menus leave these questions open. Of the 40 Toronto home bakers listed on BuzzGram, only one says how many people its cakes serve, none says how much notice it needs, and seven mention allergy options such as nut-free or gluten-free.

When

• What date do you need it, and what time? Ask for the time as well as the day. A cake for a 2pm party has to be ready by noon, not by evening.
• Tell them your notice. Customers don't know how long a cake takes. Say it up front: for example, a week for a decorated cake and longer for tiers. If a date is too close, you find out before anyone has spent time on the design.

How big

• How many people will it feed? Ask for the guest count, not the size. Customers rarely know what a 6 inch cake serves, and they'll often guess too small.
• Size, shape and tiers. Suggest the size yourself from the guest count. As a guide, one Toronto baker's published chart puts a 6 to 7 inch cake at 8 to 12 servings, an 8 inch at 12 to 20 and a 10 inch at 20 to 30. Taller cakes serve more.
• Is there other dessert? If there are cupcakes or a dessert table too, the cake can be smaller.

What it looks and tastes like

• Flavour and filling. Offer a short list rather than an open question. "Vanilla, chocolate, red velvet or lemon?" gets a faster answer than "What flavour?"
• Finish. Buttercream, fondant or a naked cake. This changes your time and the price.
• A reference photo. One photo settles more than a paragraph of description. Ask what they like about it, too: the colours, the shape or the decoration.
• Colours, writing and toppers. The exact words, spelled out, and the name with its spelling. Ask whether they're supplying a topper or want you to.

Allergies

• Any allergies or dietary needs? Nuts, gluten, eggs, dairy, or halal or vegan.
• Be clear about your kitchen. If you also bake with nuts, say so, even when the cake itself has none. A customer with a serious allergy needs to know that before ordering, not after.

Handover

• Pickup or delivery? If you deliver, ask for the area first; the exact address can come once the order is confirmed.
• Who is picking it up? Get a name and number if it's not the person ordering.
• How it's travelling. Tell them how to carry it: flat on the floor of the car or in the trunk, not on a seat, and kept cool.

Budget

• What budget do you have in mind? It feels awkward to ask, but it saves you designing a $300 cake for a $100 budget. If the budget is low, suggest what fits it: a smaller size, a simpler finish or fewer tiers.

An order form you can copy

Paste this into your Instagram highlights, a pinned post or your auto-reply, and change it to fit your menu.

Custom cake order

1. Date and time you need it:
2. Number of guests:
3. Flavour (vanilla, chocolate, red velvet, lemon):
4. Filling and finish (buttercream or fondant):
5. Design: send a photo you like and tell me what you like about it
6. Colours, and any writing (spelled out exactly):
7. Allergies or dietary needs:
8. Pickup or delivery (and your area):
9. Your budget:

I need at least 7 days' notice for decorated cakes. Your date is held once the deposit is paid.

Answer it before they ask

Every question your menu already answers is one the customer doesn't have to send. Put these on your menu or your BuzzGram page:

• Servings for each size, so customers can pick the right cake on their own.
• Notice needed, for standard and custom cakes.
• Your flavours and finishes, and what costs extra.
• Your allergy policy, including whether nuts are used in your kitchen.
• Deposit and pickup area. Our guide to deposits and cancellation policies has a policy you can adapt.

Confirm it in writing

Before you start baking, send one message that sums up the order: date and pickup time, size and servings, flavour, design, writing, allergies, the total price and the deposit paid. Ask the customer to reply "confirmed". It takes a minute and settles most disagreements before they happen.

Taking requests on BuzzGram

Every bakery page on BuzzGram has a request form. By default it asks the date the customer needs the cake by, how many servings, the flavour or design in mind, and any allergies. You can change the questions to match your menu, and each request arrives in your inbox with the customer's answers. You can also set how much notice each product needs. See how BuzzGram works for bakers, and read our guide to pricing your home bakery menu.

How we got these numbers

We read the published menus of the 40 home bakers listed on BuzzGram in Toronto in October 2026 and counted how many state servings, notice and allergy options. The serving sizes come from one Toronto baker's published size chart, the only one in our listings.

FAQ

What should I ask a customer for a custom cake order?

The date and time, how many people it feeds, size or tiers, flavour and filling, the design with a reference photo, colours and writing, allergies, pickup or delivery, and their budget.

How far in advance should customers order a custom cake?

Set your own notice and tell customers up front. One to two weeks is common for a decorated cake, and longer for tiered or sculpted cakes.

How many people does an 8 inch cake serve?

About 12 to 20, going by one Toronto baker's published size chart. A 6 to 7 inch cake serves 8 to 12 and a 10 inch 20 to 30.

Should I take a deposit for a custom cake?

Yes. A deposit holds the date and covers the ingredients you buy for the order. Say whether it's refundable before the customer pays.

How do I handle allergy requests as a home baker?

Ask about allergies on every order and be clear about your kitchen. If you also bake with nuts or other allergens, tell the customer, even when the cake itself doesn't contain them.

Should I ask a customer's budget?

Yes. It lets you suggest a size and design that fits, instead of quoting a cake they can't afford.