A florist without a signed contract is one misunderstanding away from an expensive dispute. Whether you're doing a small birthday party or a 300-person wedding, a written agreement protects both you and your client — and it signals that you run a professional operation.
Why Every Florist Needs a Written Contract
Verbal agreements fall apart when memories differ. A client might remember agreeing to 10 centerpieces when you quoted 8, or dispute the flower varieties you used compared to what was "promised" in a casual conversation. A written contract eliminates that ambiguity by documenting exactly what was agreed to, what it costs, and what happens if something changes.
Contracts also protect you when clients cancel, scale back their orders at the last minute, or request changes after you've already placed supplier orders. Without clear contract language, you're absorbing those costs with no recourse.
What Every Florist Contract Must Include
A complete florist contract should cover:
- Client name, event date, venue address, and setup time
- Itemized list of arrangements (quantities, approximate sizes, flowers/palette)
- Total price, deposit amount, and payment schedule
- Deposit non-refund policy and cancellation terms
- Substitution clause (what happens when specific flowers aren't available)
- Scope change and add-on process
- Delivery and setup window with venue access requirements
- Rental return policy if vessels or props are loaned
- Force majeure clause for extreme circumstances
- Signatures from both parties
The Substitution Clause Is Non-Negotiable
Flower availability is unpredictable. A variety you quoted on may be out of season, damaged in shipment, or unavailable from your wholesaler by the time your event arrives. Your contract should give you the right to substitute flowers of equal or greater value and aesthetic quality when your specified variety is unavailable — without that being a breach of contract.
Without this clause, a client could dispute your work because the peonies were ranunculus, even though both were identical in price and look. Most clients will be fine with it; the clause just protects you with the ones who aren't.
Write Clear Cancellation Terms
Cancellations cost florists real money — especially late ones, when you may have already ordered flowers that can't be returned. A common cancellation structure: deposit is non-refundable regardless of timing; cancellations within 30 days of the event forfeit 50% of the total; cancellations within 14 days forfeit 100%.
Pair your cancellation terms with a solid deposit policyso you're always holding enough money to cover sunk costs when a cancellation happens.
Send and Sign Contracts Digitally
Paper contracts create friction and delay bookings. Use a digital contract tool so clients can sign from their phone in minutes. Threecus supports contract tracking so you always know which clients have signed and which still need a nudge — no more hunting through email to find signed PDFs. Learn more about structuring your full client workflow in our guide to florist client management.
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