Reservation Policy: Quick Guide & Example

Your reservation policy helps set clear expectations with your guests. It’s a binding agreement they accept when booking a table.

What to Include in Your Policy:

• Booking Duration & Delay Rules
• Cancellation & No-Show Terms
• Prepayments, Deposits & Refunds
• Important Booking Info (e.g. allergies, group rules)
• Pet Policy (if relevant)
• How to Contact or Modify a Reservation

Example Reservation Policy Template:

INTRODUCTION

Dear guest,

Thank you for booking with us. By confirming your reservation, you accept the following terms.

DURATION & DELAYS

• Your table is reserved for X hours.
• Please inform us if you're running late.
• Delays over X minutes may lead to cancellation and the table given to another guest.

CANCELLATION & NO-SHOW

• Cancellations are accepted up to [X hours/days] before the reservation via your confirmation email.
• No-shows or late cancellations will be charged €X per guest using the card on file.

PREPAYMENTS & REFUNDS

• All sales are final.
• If you need to reschedule, we can offer a gift card if requested X hours/days in advance.

ALLERGIES & DIETARY NEEDS

• Please note any dietary restrictions during booking.
• We may not accommodate allergies informed less than 24 hours before your visit.

LARGE GROUPS

• Groups of 6+ are served our fixed menu.
• For 8+ guests, we may split your party across nearby tables.
• A €X deposit per person is required at booking for groups over 8.

PET POLICY

• Unfortunately, pets are not allowed in our restaurant.

CHANGES OR QUESTIONS

• To change or cancel your booking, call us at [phone number].
• Questions? Email us at [email address].

Updated on: 17/07/2025