Selling to Restaurants

What do chefs expect from a farm supplier?

Chefs buy from farms they can count on. They expect orders to arrive when promised, in the amounts they asked for, with the quality they were shown. A missed delivery can cost a restaurant a service, and a chef may not give a second chance.

Before you approach anyone, be honest about what you can supply week after week. Offering fewer items that you can deliver reliably is better than offering many that you cannot.

• Dependable delivery on an agreed day and time.
• Consistent size, grade and freshness.
• Clear communication about shortages.
• Invoices that are accurate and easy to read.

How do you find and approach restaurant buyers?

Start with restaurants that already feature local food or that you eat at yourself. Visit during a quiet hour, not at the lunch or dinner rush, and ask who handles purchasing. Bring a short availability list, a few samples if appropriate and your contact details.

Be brief and respectful. Ask what they buy, how they order and when they receive deliveries. Listen first. Chefs often tell you exactly what they need, and the best first sale is a small trial order that you can fill well.

Keep a notebook of every conversation: the buyer's name, what they asked for, what you promised and when. That record prevents misunderstandings and helps you follow up at the right time.

• Call or visit outside meal rushes.
• Bring a one-page availability sheet.
• Offer a small trial order.

How should you set prices for restaurants?

Know your own costs before you name a price: growing or raising, harvest, packing, delivery time and any fees. Wholesale prices are generally lower than retail, so make sure the lower price still covers your work. Do not copy a number from another farm.

Talk with the buyer about how they like to price: by the pound, bunch or case, and whether prices change by week. Put the agreement in writing so both sides know what to expect.

• Calculate your own cost per unit.
• Decide how you will handle price changes.
• State payment terms clearly, such as when invoices are due.

What should you know about packing and delivery?

Restaurants prefer clean, uniform, well-labeled products packed in sturdy containers. Ask what pack sizes and containers they want. Keep products cold when needed and deliver at the time the kitchen can receive them.

Plan your route and time. A delivery that is late or arrives during service may be refused. If you cannot deliver, ask whether the restaurant can pick up, or consider shared delivery with other farms.

• Use clean, food-safe packaging.
• Label with product name and farm name.
• Keep cold products at safe temperatures during transport.
• Confirm delivery times in advance.

Which food safety and legal questions need answers?

Restaurants are regulated, and they often must buy from sources that meet certain rules. Depending on what you sell, produce, eggs, meat, poultry and dairy can each have different requirements for licensing, inspection or labeling. Some buyers also ask about food safety practices or certification.

Ask your state department of agriculture and your health department what applies to your products and to sales to restaurants. Meat and poultry sales in particular involve inspection rules, and these vary by state. Check before you offer any animal product.

Ask other farms that sell to restaurants what surprised them. Common answers include how early orders are placed, how often buyers change their minds, and how much time packing takes compared with selling at a market.

• Ask which licenses or inspections apply to your product.
• Ask what food safety documentation buyers may request.
• Keep records of harvest dates and lot numbers.

How do you handle insurance and invoicing?

Many restaurants ask for proof of liability insurance from suppliers. Talk with your insurance agent about product liability for food sold to businesses. Do not guess about coverage.

Keep simple, accurate invoices with date, products, amounts and your contact information. Track who has paid and when. For questions about taxes on wholesale sales, ask your state revenue office or a qualified tax professional.

How do you keep the relationship going?

Check in regularly, ask for feedback and share what is coming before it is ready. A short message about next week's availability helps a chef plan. Tell buyers early when a crop fails or a product is delayed.

Try to support restaurants that support you. Thank them, and let customers know where they can taste your products. A good relationship with one or two restaurants is worth more than many weak ones.

A restaurant relationship also has seasons. Talk about when your supply will slow or stop, and offer to help the chef plan around it so the end of a harvest is not a surprise.

Last reviewed: November 12, 2026. Written by the Homestead & Small Farm Editorial Team. See our editorial policy.