Taking custom cake orders over WhatsApp: getting the brief once

Custom cake enquiries often become lengthy, unclear message exchanges because customers decide details gradually and bakers must gather essential information before pricing. A structured brief should establish the date, serving size, occasion, flavour, allergens or dietary needs, and collection or delivery, with the date and allergens addressed early because they determine availability and feasibility. Reference images should be requested early but treated as inspiration rather than exact specifications, while quotes should be based on a complete brief, clearly state inclusions and possible extra costs, and include a validity period and next step. Confirming all agreed details, including the deposit, in one written message creates a reliable order record and reduces disputes. The guidance also stresses clear, prompt refusals for unavailable dates, unsafe allergen requirements, unsuitable designs, or inadequate budgets, and recommends recording briefs, images, and allergen information outside chat threads. CodeWords is presented as an automation option for collecting and routing these details through WhatsApp and other connected systems, though design judgment and changing customer preferences still require human involvement.

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