Booking confirmations: what should come first, and what can wait?
A concrete guide to prioritising what goes into a restaurant's booking confirmation, from time and party size at the top to the menu link at the bottom, so guests can find what matters most in a matter of seconds.
Why order matters in a confirmation
When a guest receives a booking confirmation, they may read it quickly to answer a few questions: Is the table confirmed? When should I arrive? Where should I go? These answers should therefore be easy to see near the top, so the guest can check the booking without first searching through practical information and marketing content.
A confirmation that lists information in no particular order, or mixes practical details with marketing content, makes the booking harder to check. A consistent order gives both the guest and the restaurant a clear point of reference if the time, party size or other details need to be clarified before the visit.
The three points that must come first: time, party size and address
Time and number of guests should appear first, clearly set apart from the rest of the text. Write the date, time and party size using figures rather than running text - for example, "Thursday 14 March, 7:00 PM, 4 guests." The guest can then check the key details in a few seconds and compare them with what was agreed when the booking was made.
The address comes next and should include the street address and, if the restaurant has several entrances, which one the guest should use. If the area is difficult to navigate, the restaurant can consider adding a short note about the nearest public transport stop or car park alongside a map link.
Change options and practical details give guests peace of mind
Right after the basic facts, guests should see how to change or cancel their booking, without having to search for it. A short line should state how to do this - by phone, email or link - and from what point changes are no longer possible, something each restaurant should decide based on its own routines and table planning.
Practical information belongs after the change options, not before them. This includes things like dress code, whether the restaurant has step-free access, whether prams are welcome, or whether the kitchen stops taking orders by a certain time. This information is useful, but not critical for the guest to find the right place at the right time, and should therefore not compete with the most important points.
The menu link belongs at the bottom, not the top
The menu link and any suggestions for starters or wine pairings should be placed at the bottom of the confirmation. This is useful content, but it isn't what the guest needs in order to know the booking is confirmed. In TableBooking, restaurants can create a booking link that guests use without setting up an account. The confirmation itself should still prioritise the information the guest needs before the visit.
Once the template is set, the restaurant should check that the content matches its own routines - for example, whether the kitchen actually stops taking orders at the time stated in the text, or whether the address is still correct after a move or renovation. A confirmation that isn't kept up to date creates more confusion for the guest than one that simply lacks a menu link.
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