Free template
Reservation email templates (confirmation pack)
Five copy-paste reservation emails: confirmation, day-before reminder, cancellation notice, waitlist update and deposit request.
A good reservation email does three jobs in under 150 words: confirms the details a guest will double-check (date, time, party, address), gives them one link to change or cancel, and states the policy in one sentence. Every template below is ready to paste; replace the [bracketed] fields and keep the subject lines boring and scannable.
The reminder email is the one that pays rent: it catches the plans-changed guests early enough to re-sell the table. Send it the day before, around noon.
Booking confirmation
Subject: Confirmed: table for [2] at [Restaurant Name], [Fri 12 Jul], [7:00 PM]
Hi [First name], Your table is booked. Here are the details: When: [Friday 12 July], [7:00 PM] Party: [2] guests Where: [Restaurant Name], [123 Vine Street] ([parking note / nearest transit]) Need to change or cancel? Use this link any time up to [4] hours before: [manage link] A quick note on our policy: we hold tables for 15 minutes, and no-shows without notice are charged $[15] per guest to the card on file. Call us at [phone] if you are running late; we will do our best. See you soon, [Restaurant Name]
Day-before reminder
Subject: Tomorrow at [7:00 PM]: your table at [Restaurant Name]
Hi [First name], A quick reminder that your table for [2] is tomorrow, [Friday 12 July] at [7:00 PM]. Still good? You do not need to do anything. Plans changed? Cancel or move your booking free until [3:00 PM tomorrow]: [manage link] After that our late-cancellation policy applies ($[15] per guest). Thanks for giving us the heads-up either way; it lets us seat another table. [Restaurant Name] | [phone]
Cancellation notice
Subject: Cancelled: your booking at [Restaurant Name] on [Fri 12 Jul]
Hi [First name], Your reservation for [2] on [Friday 12 July] at [7:00 PM] has been cancelled, as requested. [No charge was made. / The deposit of $[20] has been refunded to your card and should appear within 5-10 business days.] We would love to see you another night: [booking link] [Restaurant Name]
Waitlist update
Subject: Your table at [Restaurant Name] is ready
Hi [First name], Good news: your table for [2] is ready. Please come to the host stand in the next [10] minutes and we will seat you straight away. If your plans have changed, reply or call [phone] and we will pass the table along. [Restaurant Name]
Deposit request (large party or event)
Subject: One step left: confirm your table for [8] at [Restaurant Name]
Hi [First name], Thanks for booking a table for [8] on [Saturday 20 July] at [7:30 PM]. For parties this size we take a deposit of $[10] per guest ($[80] total), which comes straight off your bill on the night. Confirm your booking by completing the deposit here: [payment link] The deposit is fully refundable up to [48] hours before, and moves with your booking if you reschedule. The table is held for [24] hours pending the deposit. Questions? Call [phone]. [Restaurant Name]
How to use this well
- Put the manage/cancel link in every email, not just the confirmation. Guests act on whichever message is on top of their inbox.
- State the policy in one sentence with real numbers. Linking to a policy page nobody opens does not change behaviour.
- Subject lines should contain the restaurant name, date and time, so the email is findable at the host stand ("what name is it under?").
- Add the address and a parking or transit note to the confirmation; it is the most common reply-all question.
Questions
Common questions
Around midday the day before. It is early enough for the guest to cancel inside your free window and for you to re-sell the table, and late enough that plans have mostly settled.
Want the system these templates plug into?
TableHelm is free for one location: booking page, floor plan, waitlist, guest book and email confirmations. The policies you just copied paste straight into it.