Restaurant WhatsApp Messages and Templates

Reservation confirmation messages

Send the confirmation as soon as the booking is made. Repeat the date, time and party size so the guest can spot a mistake straight away, and tell them how to change or cancel.

Words in double curly brackets are columns from your booking sheet: {{name}} is the guest, {{date}} and {{time}} the booking, {{guests}} the party size. Name your columns the same way and each guest gets their own details.

1. Standard

   Hi {{name}}, your table for {{guests}} is confirmed for {{date}} at {{time}}. We look forward to having you! Reply here if you need to change anything.

   CopySend to your listSend to list
2. Short

   Booking confirmed: {{name}}, {{guests}} guests, {{date}} at {{time}}. See you soon!

   CopySend to your listSend to list
3. Formal

   Dear {{name}}, thank you for your reservation. We are pleased to confirm a table for {{guests}} on {{date}} at {{time}}. Should your plans change, simply reply to this message.

   CopySend to your listSend to list
4. With policy

   Hi {{name}}, you're booked for {{date}} at {{time}} ({{guests}} guests). We hold tables for 15 minutes past the booking time, so please let us know if you're running late.

   CopySend to your listSend to list
5. Special occasion

   Hi {{name}}, your table for {{guests}} on {{date}} at {{time}} is confirmed. You mentioned it's a special occasion – tell us if you'd like a cake or a note on the table and we'll arrange it.

   CopySend to your listSend to list
6. With location

   Thanks {{name}}! Table for {{guests}}, {{date}}, {{time}}. Here's our location pin so you can find us easily. Parking is available behind the building.

   CopySend to your listSend to list
7. Large group

   Hello {{name}}, we've reserved space for your group of {{guests}} on {{date}} at {{time}}. For groups this size we suggest pre-ordering – shall we send you the set menu?

   CopySend to your listSend to list

Reservation reminder messages

A reminder on the morning of the booking, or the day before for evening tables, cuts no-shows noticeably. Ask for a simple reply so you can release the table if plans have changed.

1. Day before

   Hi {{name}}, a reminder of your table for {{guests}} tomorrow, {{date}}, at {{time}}. Reply YES to confirm or let us know if you need to change it.

   CopySend to your listSend to list
2. Same day

   Good morning {{name}}! We're looking forward to seeing you today at {{time}}. Table for {{guests}} is ready and waiting.

   CopySend to your listSend to list
3. Short

   Reminder: {{name}}, {{guests}} guests, today at {{time}}. Reply C to cancel. See you later!

   CopySend to your listSend to list
4. Confirm or release

   Hi {{name}}, could you confirm your booking for {{date}} at {{time}}? If we don't hear back by 5 pm we may need to release the table to waiting guests.

   CopySend to your listSend to list
5. Friendly

   Hello {{name}}, just checking you're still joining us tonight at {{time}}. If anything has changed, no problem – just reply and we'll sort it.

   CopySend to your listSend to list
6. Formal

   Dear {{name}}, this is a courtesy reminder of your reservation for {{guests}} on {{date}} at {{time}}. We look forward to welcoming you.

   CopySend to your listSend to list

Table ready and waitlist messages

For walk-ins on a waitlist, a WhatsApp message lets guests wait nearby instead of crowding the door. These are usually typed one at a time, so keep them short.

1. Table ready

   Hi {{name}}, your table is ready! Please come to the front desk within 10 minutes and we'll seat you.

   CopySend to your listSend to list
2. Almost ready

   Hi {{name}}, you're next on the list. Your table for {{guests}} will be ready in about 5 minutes.

   CopySend to your listSend to list
3. Waitlist added

   Thanks {{name}}, you're on our waitlist for {{guests}}. Estimated wait: {{wait_time}} minutes. We'll message you here when your table is ready.

   CopySend to your listSend to list
4. Delay

   Sorry {{name}}, tables are turning a little slower tonight. Your new estimated wait is {{wait_time}} minutes. Thank you for your patience!

   CopySend to your listSend to list
5. Missed

   Hi {{name}}, we called your name but couldn't find you. Reply here if you're still nearby and we'll seat you next.

   CopySend to your listSend to list

Order and delivery update messages

For takeaway and delivery orders you take by phone or WhatsApp, a quick status message saves you a lot of "where is my food?" calls. Use {{order_id}} so the customer can match the message to their order.

1. Order received

   Hi {{name}}, we've received your order {{order_id}} for {{amount}}. It will be ready in about {{time}} minutes. Thank you!

   CopySend to your listSend to list
2. Preparing

   Your order {{order_id}} is being prepared, {{name}}. We'll message you when it leaves the kitchen.

   CopySend to your listSend to list
3. Ready for pickup

   Hi {{name}}, order {{order_id}} is ready for pickup! Just show this message at the counter.

   CopySend to your listSend to list
4. Out for delivery

   Good news {{name}} – order {{order_id}} is on its way and should reach you in about {{time}} minutes.

   CopySend to your listSend to list
5. Delivered

   Hi {{name}}, your order {{order_id}} has been delivered. Enjoy your meal, and let us know if anything wasn't right!

   CopySend to your listSend to list
6. Delay apology

   Sorry {{name}}, order {{order_id}} is running about 15 minutes late because of a busy kitchen. Thank you for waiting – we'll make it worth it.

   CopySend to your listSend to list
7. Payment

   Hi {{name}}, the total for order {{order_id}} is {{amount}}. You can pay by card or cash on delivery, or use the payment link below.

   CopySend to your listSend to list

Menu and offer messages (only for guests who opted in)

Promotions should go only to guests who asked to hear from you, for example by ticking a box on your booking form or replying YES to a "Want our weekly specials?" question. Messaging people who never asked is the quickest way to get reported and have your number restricted.

Keep offers to once or twice a month, give a clear reason (a new menu, a quiet night, a holiday), and always tell people how to stop.

1. New menu

   Hi {{name}}, our new autumn menu is here! Slow-cooked dishes, fresh desserts and a few old favourites. Book your table by replying to this message. (Reply STOP to unsubscribe.)

   CopySend to your listSend to list
2. Weekday offer

   Hi {{name}}, quiet Tuesday? Not here! Get 15% off your bill every Tuesday this month. Just mention this message when you book. Reply STOP to opt out.

   CopySend to your listSend to list
3. Weekly special

   This week's chef's special, {{name}}: grilled fish with herb butter and seasonal vegetables. Available Thursday to Sunday while it lasts.

   CopySend to your listSend to list
4. Lunch deal

   Hi {{name}}, our 2-course lunch is back for {{amount}}, Monday to Friday, 12 to 3 pm. Perfect for a quick work lunch. Reply STOP to unsubscribe.

   CopySend to your listSend to list
5. Loyalty

   Thank you for being a regular, {{name}}! Show this message on your next visit for a free dessert, valid until {{date}}.

   CopySend to your listSend to list
6. Event

   Hi {{name}}, live music night on {{date}} from {{time}}! Tables are limited – reply with the number of guests and we'll hold one for you.

   CopySend to your listSend to list
7. Win back

   We've missed you, {{name}}! It's been a while since your last visit. Come back before {{date}} and enjoy a complimentary drink with your meal.

   CopySend to your listSend to list

Feedback and review request messages

Ask for feedback the day after the visit, while the meal is fresh in mind. Ask for honest feedback rather than only five-star reviews, and never offer a reward in exchange for a positive review – review sites forbid it.

1. Feedback

   Hi {{name}}, thank you for dining with us yesterday! How was everything? We read every reply and would love your honest feedback.

   CopySend to your listSend to list
2. Review link

   Hi {{name}}, it was a pleasure having you! If you have a minute, a short review helps other diners find us: {{review_link}}. Thank you!

   CopySend to your listSend to list
3. Short

   Thanks for visiting, {{name}}! How would you rate your meal from 1 to 5? Just reply with a number.

   CopySend to your listSend to list
4. Delivery feedback

   Hi {{name}}, did your order {{order_id}} arrive hot and on time? Your feedback helps us get better.

   CopySend to your listSend to list
5. After a complaint

   Hi {{name}}, thank you for telling us about your experience. We're sorry it fell short. We'd love the chance to make it right – your next starter is on us.

   CopySend to your listSend to list
6. Thank you for review

   Thank you so much for your kind review, {{name}}! The whole team was delighted to read it. See you again soon.

   CopySend to your listSend to list

Festive menus and holiday messages

Holidays are when guests plan ahead, so send festive menus three to four weeks early to opted-in guests. Change the occasion to suit your country – Christmas, Eid, Diwali, Lunar New Year, Thanksgiving or Mother's Day.

1. Christmas

   Hi {{name}}, our Christmas set menu is ready! Four courses, festive desserts and a warm welcome. Tables for {{date}} are filling fast – reply to book.

   CopySend to your listSend to list
2. New Year's Eve

   Ring in the New Year with us, {{name}}! Dinner, live music and a midnight toast on 31 December. Reply with your party size to reserve.

   CopySend to your listSend to list
3. Eid

   Eid Mubarak, {{name}}! Celebrate with family over our special Eid feast, served all weekend. Reply to reserve your table.

   CopySend to your listSend to list
4. Mother's Day

   Treat mum this Mother's Day, {{name}}. Every mother dining with us on {{date}} gets a complimentary dessert. Reply to book.

   CopySend to your listSend to list
5. Valentine's

   Hi {{name}}, our Valentine's dinner for two is now open for booking: candlelight, a set menu and a glass of bubbly for {{amount}} per couple.

   CopySend to your listSend to list
6. Thanks after holiday

   Thank you for celebrating with us, {{name}}! It was a joy to be part of your festive season. Wishing you a wonderful year ahead.

   CopySend to your listSend to list
7. Holiday hours

   Hi {{name}}, a quick note: we'll be closed on {{date}} and back to normal hours the next day. Happy holidays from all of us!

   CopySend to your listSend to list

How to send these messages to your whole guest list with each name

Confirmations and waitlist messages are usually typed one at a time. Reminders for tomorrow's bookings, festive menus and review requests go to many guests at once, and typing each name gets slow. Rapid Sender is a free tool for WhatsApp that runs in your browser and sends from your own WhatsApp, one chat per guest, with each guest's name, date and time filled in from your sheet. Numbers do not need to be saved in your phone, and any country code works.

It has no scheduling, no auto-reply and no chatbot, and it does not connect to booking or POS systems. Export your bookings to Excel or CSV and send when you are ready, for example each afternoon for the next day's tables.

1. 1

   Export your bookings

   Make an Excel or CSV file with columns such as name, phone, date, time and guests. Up to 5,000 rows per upload. For offers, include only guests who opted in.

2. 2

   Link your WhatsApp

   Open Rapid Sender, then on your phone go to WhatsApp, Linked devices, Link a device and scan the QR code, or use the pairing code. No install or sign-up.

3. 3

   Upload and write

   Upload the sheet; each column becomes a placeholder such as {{time}} or {{guests}}. Paste a template from this page and check the live preview. You can attach one photo, video or PDF, such as a festive menu.

4. 4

   Test, then send

   Send a test to yourself, then send to the list. Rapid Sender waits a random 7 to 10 seconds between messages, so 100 reminders take about 16 minutes.

5. 5

   Check the report

   The live report shows who received the message. Download it as Excel, or send only to the people left if you stopped part-way.

Tips for restaurant WhatsApp messages

• Collect consent at booking: a simple "Send me offers on WhatsApp" checkbox makes your marketing list clean and safe.

• Separate service messages (confirmations, reminders, order updates) from promotions. Guests expect the first and only welcome the second if they asked.

• Send reminders mid-afternoon the day before, or the morning of the booking. Avoid messaging late at night.

• Put the key detail in *bold*: the time, the order number, the offer end date.

• Attach the menu as one PDF or a clear photo rather than several images.

• Message only people who know you and lower the risk of reports – no tool can promise your number will never be restricted.