Free template
Restaurant no-show policy template
Copy-paste no-show policy text in casual and formal versions, with guidance on fee amounts, grace periods and where to publish it.
A no-show policy needs three things: a clear fee, a clear window, and a card on file to make it real. Operators who added card holds report no-shows falling to almost nothing; one operator in the thread linked below put it at about 80% solved in the first month. Publish the policy on your booking page, confirmation email and voicemail.
Pick a fee that stings without punishing: documented operator reports (sources below) run from $15 per person in casual rooms, to around $25 per head as the common figure, to $50 per person in fine dining. Pair it with a grace period (15 to 20 minutes) and always waive it for guests who call, even late. The goal is fewer empty tables, not fee revenue.
Sources for the figures on this page
- r/restaurantowners operator thread: card on file for 6+, $25/head, "solved about 80% of the problem within the first month"; $50/pp fine dining; $10-a-head deposits
- The Philadelphia Inquirer: Pizzata's $15-per-person no-show fee with grace period and reminders
- CBS News: around $25 per head is a common restaurant no-show fee
Casual version
We hold your table for 15 minutes past your reservation time. If your plans change, no problem: cancel or move your booking any time up to [4] hours before, using the link in your confirmation or by calling us at [phone]. Reservations are held with a card. If the whole party does not show and we have not heard from you, a no-show fee of $[15] per guest applies. Call us if you are running late and we will do our best to hold the table.
Formal version
Reservations at [Restaurant Name] are secured with a payment card at the time of booking. Tables are held for 15 minutes beyond the reserved time. Cancellations and changes are free of charge up to [4] hours before the reservation, via the manage link in your confirmation email or by telephone at [phone]. In the event of a no-show without prior notice, a fee of $[25] per guest will be charged to the card on file. Guests who contact us before the reservation time will not be charged. We appreciate your understanding; unfilled tables are a real cost to an independent restaurant.
One-line version (booking page footer)
Card required to book. Free to cancel up to [4] hours ahead; no-shows are charged $[15] per guest.
How to use this well
- State the exact dollar amount and the exact window. Vague policies ("a fee may apply") do not change behaviour and are harder to enforce.
- Always include the escape hatch: a way to cancel free and a promise that callers are not charged. It makes the fee feel fair and keeps reviews clean.
- Put the policy where the guest books, not just in the fine print: booking page, confirmation email, reminder message.
- Waive generously in year one. The card on file does the deterrence; the charge itself is a last resort.
Questions
Common questions
Documented operator reports (sourced at the top of this page) cluster around $15-25 per head for casual dining and $50 per person for fine dining and tasting menus. Choose an amount that reflects your real per-cover margin loss, publish it clearly, and waive it for anyone who calls.
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.