Here are five FREE disclaimer forms that I recommend using when selling cakes through your bakery or home-baking business. Use them only when applicable. They work in tandem with the basic cake contract template, which includes a general disclaimer outlining your cake ordering, cancellation, and refund policies. These five issue-specific disclaimers will arm you against the most common problems and refund scams that occur with large cake orders. They also establish clear and fair policies to help protect your bakery business from liability related to circumstances that fall outside of your control. Keep your templates on file and use them when appropriate, requesting the customer’s dated signature and providing them with their own copy for reference.
Most Needed Cake Disclamer Forms
Cake Pickup Disclaimer
Click here to download a PDF copy of the Cake Pickup Form Disclaimer Form
This form waives your bakery of liability when cakes are transported and set up by the customer instead of by you. It also includes instructions for the customer on how to properly prepare their vehicle for a custom wedding or specialty cake pickup.
Cake Pickup Form Contents
Important instructions for preparing your car and delivering your cake
► Plan your delivery time to coincide with the last hour before the event begins.
► The best way to transport a custom cake is either in the back of a van or SUV or in the trunk of a car whose back seats fold down so the air can flow through. If none of those options are available, it is possible to transport a smaller sized cake in the foot well of a car. However it should be a foot well that is not already occupied by someone’s feet.
► Please prepare the back (of van or SUV) or trunk of your vehicle in advance of picking up the cake by clearing out any loose objects and vacuuming/shaking out any debris.
► On warm days, it is imperative that your vehicle have a working cooling unit (air conditioning). Please run it in advance of your pickup until the car’s interior is cool.
► Pets inside of the car during a cake transport is strongly discouraged.
► Please adhere to the agreed-upon pickup time.
► Upon arrival at the event venue, be sure to set up the cake in a cool display area away from sunlight (and away from anywhere sunlight might move) without delay.
Cake Pickup Disclaimer
I have opted to pick up my cake instead of having it delivered. I understand that transporting this type of cake requires all of the above pre-arrangements and I agree to prepare my vehicle in advance accordingly.
I acknowledge that once I’ve picked up my cake, [your bakery name here] cannot be held liable for any damage that occurs during transport, set-up, or display. Once I have the cake in my vehicle, it is my responsibility to transport it directly to the event venue.
Outdoor Cake Display Disclaimer
Click here to download a PDF copy of the Outdoor Cake Disclaimer Form
This disclaimer waives your bakery of liability around potential outdoor event issues that could adversely affect the cake such as poor weather, un-level ground, or debris/insects. It also guides the customer on how to plan and execute the outdoor display of their cake.
Outdoor Event Form Contents
Important instructions for displaying your cake outdoors
► Cakes should never be displayed in direct sunlight or anywhere sunlight might eventually move. It is imperative that your outdoor dessert display area offers adequate shelter from the sun (tent or porch covering). Please arrange this in advance with your event coordinator or person in charge of the event.
► Cakes are safest when they are displayed against a wall. If possible, consider arranging the cake table up against the wall of a house or side of a tent.
► Make sure to display the cake on a stable and level surface that is at least four feet off the ground.
► Please prepare a back-up location for displaying the cake in case of inclement weather.
Outdoor Event Disclaimer
I have opted for my cake to be displayed outdoors. I understand that an outdoor environment is less suitable for cake and may expose the cake to insects, unfavorable weather, or debris.
I acknowledge that [your bakery name here] is not liable for damage on a cake that is displayed outdoors since natural outdoor conditions such as heat, wind, humidity, or un-level ground can weaken or ruin the infrastructure and/or decorations on a cake.
Custom Cake Flavor or Special Request Disclaimer
Click here to download a PDF copy of the Custom Flavors Disclaimer Form
When a wedding or specialty cake customer insists on having a specific cake flavor, filling, or finish that is not offered on your regular dessert menu, this form waives your bakery of liability for problems that occur as a result of the change. Since custom flavors or recipes fall outside of the recommended menu options, you cannot guarantee a quality product. This form protects you from disputes that may come from the type of strong-willed and often difficult customers that make this sort of request.
Custom Flavor or Recipe Disclaimer Contents
I, the undersigned, have requested that [your bakery name here] provides a specific cake flavor, filling, or finish that is not offered on the regular menu. I acknowledge that [your bakery name here] is not liable for any problems resulting from this request including but not limited to structural or quality issues with the cake.
I also acknowledge that in the production of the cake, if a custom recipe or flavor request fails to perform well or risks compromising the stability or overall quality of the cake, [your bakery name here] may substitute that part of the cake with a more suitable and reliable menu option.
Dark Cake Colors Disclaimer
Click here to download a PDF copy of the Dark Colors Disclaimer Form
For cake orders that involve dark reds, blues, or black colors, which can stain teeth and clothing or affect the cake’s flavor, be sure to use this form. Requests like this may come from customers who want to match their cake’s finish to a particular school color or sports team color that is bold and requires an awful lot of food coloring. This disclaimer also protects you from liability related to the accuracy of colors like purple, which are harder to achieve with natural buttercreams.
Dark Colors Disclaimer Contents
I, the undersigned, acknowledge that dark food coloring on cakes has the potential to stain linens, clothing, furniture, and teeth upon contact. [Your bakery name here] is not liable for issues resulting from my choice of dark color/s.
I also acknowledge that [your bakery name here] will strive to accurately match my color choices, however some color tones, especially deep reds, vibrant blues, and violet tones, may not make an exact match due to the natural base colors of cake, frosting and decorating ingredients.
I understand that deep colors require a significant amount of food coloring, which may adversely affect the flavor and quality of the cake.
Click here to download a PDF copy of the Allergen Disclaimer Form
When a customer requests the omission of a specific allergen that you normally use in your kitchen or commercial bakery like wheat or peanuts, trace elements may come in contact with the cake. This form clearly states that customers with food allergies proceed at their own risk when hiring a bakery that does not specialize in allergen-free cakes. This will protect your business from liability in the event that someone experiences symptoms related to a food allergy. This is one of the more common cake refund scams so beware.
Allergen Disclaimer Verbiage
I am requesting omission of the following food allergen from my dessert order: _________________________
I acknowledge that [your bakery name here] regularly uses this ingredient on their equipment therefore is not liable for allergic reactions that occur due to trace elements of the allergen coming in contact with the cake.
I also acknowledge that although [your bakery name here] will strive to eliminate contact with the known allergen, it is not a bakery that specializes in allergen-free desserts therefore a 100% allergen-free product cannot be guaranteed.
How to Write a Cake Contract
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