Send the confirmation after the booking is actually accepted. A request for a table is not a confirmed table.
Send a reminder close enough to the visit to be useful, usually the day before. Check that canceled bookings are excluded.
Copy deposit and cancellation terms from the agreement the guest accepted. Do not invent a grace period or refund promise.
Ready-to-edit email templates
Replace every bracketed field. Confirm the facts, then copy the finished email into your own system.
EMAIL 01
A table for two
Subject Your table at [Restaurant Name] is confirmed
Preview text [Party Size] guests · [Date] · [Time]
Hi [Guest Name],
We have your reservation for [Party Size] guests on [Date] at [Time].
You will find us at [Restaurant Address]. Your table is booked under [Booking Name]; your confirmation number is [Confirmation Number].
Need to change something? Use [Manage Reservation Link] or call [Restaurant Phone]. Please let us know about accessibility needs or dietary questions before your visit so our team can discuss them with you.
We look forward to welcoming you.
[Manager Name]
[Restaurant Name]
EMAIL 02
The day-before reminder
Subject See you tomorrow at [Time]
Preview text Your reservation details, all in one place.
Hi [Guest Name],
A quick reminder: your table for [Party Size] at [Restaurant Name] is booked for tomorrow, [Date], at [Time].
Our address is [Restaurant Address]. [Parking or Arrival Note]
If your plans have changed, please update your reservation at [Manage Reservation Link]. That helps our host plan the room and offer an unused table to another guest.
Questions? Reply here or call [Restaurant Phone].
[Manager Name]
[Restaurant Name]
EMAIL 03
A requested time change
Subject Your new reservation time: [Time]
Preview text We have updated your booking for [Date].
Hi [Guest Name],
As requested, we have moved your reservation to [Date] at [Time] for [Party Size] guests. This replaces the earlier booking for [Original Date and Time].
Your confirmation number remains [Confirmation Number]. No other details have changed.
Please check the new time above. If anything looks wrong, reply to this email or call [Restaurant Phone]. We look forward to seeing you.
[Manager Name]
[Restaurant Name]
EMAIL 04
Cancellation confirmation
Subject Your reservation has been canceled
Preview text Confirmation for your [Date] booking.
Hi [Guest Name],
We have canceled the reservation under [Booking Name] for [Party Size] guests on [Date] at [Time]. You do not need to take any further action to cancel the table.
[Applicable Deposit or Cancellation Policy Details]
Thank you for letting us know. If you would like to choose another evening, you can check availability at [Booking Link].
[Manager Name]
[Restaurant Name]
EMAIL 05
A large-party booking
Subject Your group booking at [Restaurant Name]
Preview text Please review the headcount and menu details.
Hi [Guest Name],
We have confirmed your group of [Party Size] for [Date] at [Time]. Your booking reference is [Confirmation Number].
Here is the plan we agreed on:
Menu: [Agreed Menu]
Price and inclusions: [Agreed Price and Inclusions]
Final headcount due: [Deadline]
[Agreed Dietary and Accessibility Arrangements]
Please review these details and reply if anything needs correcting. For additional guests or menu changes, contact [Event Contact] before [Deadline].
[Manager Name]
[Restaurant Name]
EMAIL 06
A private dining confirmation
Subject Your private dining booking is confirmed
Preview text The room, timing, and next steps for [Date].
Hi [Guest Name],
Your private dining booking for [Event Name] is confirmed for [Date], with guest arrival at [Time] in [Room Name]. The room is reserved until [End Time].
Your current guest count is [Party Size]. [Agreed Room Fee, Minimum Spend, and Payment Schedule]
Please send your final headcount and menu choices by [Deadline]. Your event contact is [Contact Name] at [Contact Email or Phone]. We will use the agreed event plan to prepare the room.
[Manager Name]
[Restaurant Name]
EMAIL 07
Deposit received
Subject We have received your reservation deposit
Preview text Your booking for [Date] remains confirmed.
Hi [Guest Name],
We have received your deposit of [Deposit Amount] for your [Date] reservation at [Time]. Your payment reference is [Payment Reference].
[Explain Exactly How the Deposit Applies to the Bill]
The cancellation terms agreed at booking are: [Agreed Cancellation and Refund Terms]. Please keep this email for your records.
If your party size or plans change, contact [Restaurant Phone] or use [Manage Reservation Link].
[Manager Name]
[Restaurant Name]
A NOTE FOR EUROPEAN TABLES
In the UK, Ireland or the EU?
For marketing, use explicit opt-in, include your company details and a working unsubscribe link, and check local rules. Choose British spelling and dates such as 23 October, with £ for the UK or € for Ireland and euro-area venues. Necessary reservation confirmations can be sent as transactional emails; keep promotions separate. Read the European restaurant email guide ↗
A FEW MORE DETAILS
Questions from the dining room
What belongs in a reservation confirmation?
Include booking name, date, time, party size, location, reference number, and a way to change or cancel.
Can I copy and edit these emails?
Yes. Replace every bracketed field, check the booking or offer details, and read the email aloud before sending.
Does this tool send email?
No. It writes a draft that you can copy into your existing email or reservation system.
Should every email include an unsubscribe link?
Marketing drafts include mailing-address and unsubscribe placeholders. Keep transactional confirmations focused on the booking; do not use them to sneak in a promotion.