Mastering In-Flight Catering Orders: A 2025 Guide for Corporate Flight Attendants

In the fast-paced world of business aviation, a well-executed in-flight catering order is crucial for ensuring passenger satisfaction. Miscommunications or oversights can lead to disappointing meals and disrupted service. As a corporate flight attendant, mastering the art of precise catering orders is essential.

Communication is the key to getting things the way you want them. You must first have a clear understanding of what you want, how you want it, and your specifications and limitations. You must then communicate all of this clearly and concisely to your catering partner who is working with a clean slate. Good information can make the job easier for yourself and your caterer. In my experience as a corporate flight attendant, it takes five steps to place an effective in-flight catering order.

1. Know Your Aircraft’s Capabilities

This foundational knowledge ensures that the catering order aligns with the aircraft’s capabilities, preventing last-minute adjustments.

Before placing any order, familiarize yourself with the aircraft’s specifications:

Seating Configuration: Determine the number of passengers and seating arrangements.

Galley Equipment: Identify available appliances such as ovens, microwaves, and chillers.

Storage Space: Assess the capacity for storing meals and service items.

Prep Methods: Understand the limitations for reheating or assembling dishes onboard.

2. Communicate with Precision

Effective communication with your catering partner is paramount. Provide detailed instructions to avoid assumptions:

Specify Portions: Clearly state the number of servings required.

Packaging Instructions: Indicate preferred packaging types and sizes suitable for onboard storage and service.

Labeling: Request clear labels with contents, heating instructions, and dietary notes.

Dietary Restrictions: Highlight any allergies or special dietary needs.

For example, instead of ordering a “seafood platter,” specify:
“Seafood platter for 12, divided into three platters serving four each, packaged in containers fitting the aircraft’s chiller dimensions using standard tray sizes.”

This level of detail minimizes misunderstandings and ensures the caterer delivers exactly what is needed.

3. Embrace Dietary Trends and Preferences

In 2025, accommodating diverse dietary preferences is more important than ever. Passengers may request:

Plant-Based Options: Vegan or vegetarian meals.

Gluten-Free Dishes: For those with gluten sensitivities.

Low-Carb or Keto Meals: Aligning with specific dietary regimens.

Cultural or Religious Requirements: Such as halal or kosher meals.

Ensure that these preferences are communicated clearly to the caterer, and verify that meals meet the necessary standards.

4. Pulling together your in-flight catering order

Now that the in-flight caterer knows exactly what you want, spell out how you want it delivered. This can make your job much easier and just makes sense. You went over the type of containers you wanted each item in when you told the caterer what you wanted. Be sure to remind them to clearly label each container indicating contents, heating time and temperature.

If you are ordering multiple meals, make it clear that you want each meal in a separate box, clearly marked. Always keep safe food handling guidelines in mind when discussing packing. Be sure to mention that you want the food delivered chilled below 40 degrees. If you are on an extended mission and have limited chilling capacity, have food that will be used later layered with ice sheets or on dry ice, sealed and clearly marked. The safe storage time for food above 40 degrees is only four hours.

5. Implement the “Write, Call, Write” Communication Method

To ensure clarity and confirmation:

Write: Send a detailed email outlining the catering order, including all specifications and instructions.

Call: Follow up with a phone call to discuss the order and address any questions.

Write Again: Send a confirmation email summarizing the discussed details and any updates.

This method creates a clear communication trail and helps prevent errors.

6. Prepare for the Unexpected

Always plan for contingencies:

Extra Servings: Order additional portions to accommodate unexpected passengers or increased appetites.

Flexible Menus: Include versatile items that can cater to various tastes.

Backup Meals: Have simple, non-perishable options available in case of delays or issues with the main catering order

7. Know Your Catering Location

Not all locations offer the same level of catering service. Know the airport and region where you’ll need catering. Catering out of a remote location is much different than departing from a hub like NYC. You may need to consider double provisioning or shipping items in advance to ensure availability. For example, ordering sushi at a remote airport may not be practical or safe. Tailor your catering request to what is realistically and safely available at your location.

Being prepared ensures that service remains seamless, regardless of unforeseen circumstances.

8. Embrace Technology

Technology continues to play a growing role in simplifying in-flight catering logistics. Tools like the Air Culinaire Worldwide customer portal streamline the ordering process. Through the portal, flight attendants can browse menus, place orders, track deliveries in real time, and access invoices, all from one centralized platform. This technology enhances accuracy, saves time, and provides a reliable communication channel.