Practical English Guide

How to Write a Restaurant Reservation

Include the date, time, party size, and any important requirements.

The essential idea

A written restaurant reservation should contain every detail the restaurant needs to check availability and prepare the table: date, time, party size, name, contact information, and any essential requirements.

Make requests clearly but do not treat them as confirmed until the restaurant responds. For allergies or accessibility needs, use direct language and ask the restaurant to confirm what it can safely provide.

What makes it effective?

Complete

Include the date, time, number of guests, name, and contact details.

Unambiguous

Write the month and use a clear time format.

Safety aware

State allergies and essential access needs explicitly.

Confirmed

Ask for a reply rather than assuming the table is booked.

A step-by-step method

    1

    Request the table

    Put the party size, date, and preferred time together.

    2

    Give flexibility

    Offer a time range or alternative if appropriate.

    3

    Add requirements

    State dietary, accessibility, seating, or occasion details.

    4

    Provide contact details

    Give the booking name and a phone number if requested.

    5

    Ask for confirmation

    Check the final time and any special arrangements.

Worked practical example

Situation: A customer books dinner for six and reports a food allergy.

Writing task: Reservation request for six — Saturday, 14 November

Hello,

I’d like to reserve a table for six people at 7:30 p.m. on Saturday, 14 November. If 7:30 is unavailable, any time between 7 and 8 p.m. would work for us.

One guest has a severe peanut allergy. Could you please confirm whether you can accommodate this safely?

The booking would be under Maya Singh, telephone 07700 900123. Please confirm the available time and allergy arrangements.

Many thanks,

Maya Singh

Why this example works

  • All core booking details appear immediately.
  • A time range gives useful flexibility.
  • The allergy is described directly as a safety issue.
  • The writer requests explicit confirmation.

Useful phrases

Request a table

  • I’d like to reserve a table for…
  • Do you have availability for…?
  • The booking would be under the name…

Add flexibility

  • If that time is unavailable, …
  • We could also come between…
  • Our preferred time is…, but…

State requirements

  • One guest has a severe … allergy.
  • We require step-free access.
  • Could you confirm whether you can accommodate this?

Common mistakes to avoid

Improve this wording

Avoid: Table for Saturday night please.

Use: I’d like a table for four at 7 p.m. on Saturday, 14 November.

Include every core detail in the first request.

Improve this wording

Avoid: We don't eat nuts.

Use: One guest has a severe peanut allergy.

Distinguish a medical allergy from a preference.

Improve this wording

Avoid: See you then.

Use: Please confirm whether the table is available.

A request is not a reservation until it is confirmed.

Before you finish

  • The purpose is clear from the opening.
  • All essential names, dates, numbers, and references are correct.
  • The tone is calm, courteous, and appropriate for the situation.
  • The reader can understand what should happen next.
  • Party size, date, and time are unmistakable.
  • Essential dietary and access requirements have been confirmed.

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