Six ready-to-use templates for the emails around a booking: the
confirmation, a deposit receipt, a special occasion, the day-before
reminder, a cancellation and a thank-you. Copy one, swap in your details
and send.
Your RestaurantYour table is booked for Saturday, Maria
Saturday 26 September at 19:30, for 2
Your Restaurant
Hi Maria,
Thanks for booking with us. Here are your details:
Date
Saturday 26 September
Time
19:30
Guests
2
Where
12 Market Street
Change or cancel
See you soon, The team at Your Restaurant
What every confirmation should include
A good confirmation answers the questions a guest would otherwise
ring you about. Keep it short, lead with the date and time, and make
it easy to change or cancel, because an easy cancellation is a table
you can fill again.
The booking itself
Guest name, date, time and party size, near the top.
How to find you
Your address with a map link, and any entrance or parking notes.
How to change or cancel
A link or a phone number, and your cancellation policy.
Money on the booking
Any deposit paid, what it covers, and when it's refundable.
A question worth asking
Allergies, accessibility needs or a special occasion.
The templates
Replace anything in square brackets with your own details. The subject
line is the first line of each template.
1. Booking confirmation
Subject: Your table is booked for [day], [guest first name]
Hi [guest first name],
Thanks for booking with us. Here are your details:
Date: [date]
Time: [time]
Guests: [party size]
Where: [restaurant address] ([map link])
Need to change or cancel? [booking link] or call us on [phone number].
[Cancellation policy, e.g. please let us know at least 24 hours before.]
Any allergies or a special occasion? Just reply to this email and we'll pass it to the team.
See you soon,
The team at [restaurant name]
2. Confirmation with a deposit
Subject: Deposit received, your table for [party size] is confirmed
Hi [guest first name],
We've received your deposit of [amount] and your table is confirmed.
Date: [date]
Time: [time]
Guests: [party size]
Your deposit comes off your bill on the night. If you cancel more than [hours] hours before your booking, we'll refund it in full. After that, or if you can't make it without letting us know, the deposit is kept.
To change or cancel: [booking link]
Looking forward to seeing you,
The team at [restaurant name]
3. Special occasion confirmation
Subject: We can't wait to celebrate with you, [guest first name]
Hi [guest first name],
Your table for [occasion] is booked for [date] at [time], for [party size].
We'd love to make it special. Let us know if you'd like a message on a dessert, a candle, or anything else, and we'll do our best.
To change or cancel: [booking link]
See you soon,
The team at [restaurant name]
4. Reminder the day before
Subject: See you tomorrow at [time], [guest first name]
Hi [guest first name],
Just a reminder that your table for [party size] is booked for tomorrow, [date], at [time].
If your plans have changed, please let us know so we can offer the table to someone else: [booking link] or [phone number].
See you tomorrow,
The team at [restaurant name]
5. Cancellation confirmation
Subject: Your booking for [date] is cancelled
Hi [guest first name],
We've cancelled your booking for [party size] on [date] at [time]. [Your deposit of [amount] will be refunded within [number] working days.
We're sorry you can't make it. You can book another date whenever you like: [booking link]
Best wishes,
The team at [restaurant name]
6. Thank-you after the visit
Subject: Thanks for coming in, [guest first name]
Hi [guest first name],
Thank you for dining with us on [day]. We hope you had a lovely time.
If you have a moment, we'd really appreciate a review: [review link]
We'd love to see you again soon: [booking link]
The team at [restaurant name]
Tips for booking emails that get read
Guests open booking emails on their phones, often in a hurry. Put the
date and time in the subject line, keep paragraphs short, and send
from your restaurant's name so the email is instantly recognisable.
Send it straight away
A confirmation that arrives within a minute feels like a real booking.
Keep marketing separate
Offers belong in marketing emails, sent only to guests who've opted in.
Let replies reach you
Use a reply-to address someone reads, so questions don't get lost.
Or let Make a Rezzy send them for you
With Make a Rezzy, guests get a confirmation email the moment their
booking is confirmed, a payment invoice if they paid a deposit
online, an email if it's cancelled, and a review request after their
visit, all without anyone lifting a finger.
For offers and news, email marketing
sends campaigns and automations to guests who've opted in.
Fully automated
Confirmations, invoices, cancellations, and reviews are sent automatically.
Your team kept in the loop
Cancellations are copied to your business email.
Booking confirmation emails: questions answered
What should a restaurant booking confirmation email include?
The guest's name, the date and time, the party size, your address with a map link, how to change or cancel, your cancellation or deposit policy, and a phone number for anything urgent.
When should I send the confirmation?
Straight away. Guests look for a confirmation within minutes of booking, and a quick one reassures them the table is theirs.
Should I send a reminder before the booking?
A short reminder the day before gives guests the chance to cancel in time, so the table can go to someone else. Always include an easy way to cancel or change.
Does Make a Rezzy send confirmation emails?
Yes. Guests get a confirmation email when their booking is confirmed, a payment invoice if they paid a deposit online, an email if the booking is cancelled, and a review request after their visit.
Let your booking emails send themselves
A short walkthrough shows you how it works end to end, and what Make a
Rezzy would cost based on your typical covers: £1
per cover, capped at £99 a month.