Making restaurant reservations requires understanding restaurant policies, timing considerations, and proper etiquette for ensuring a smooth dining experience. Whether you're planning a casual dinner, business meeting, or special celebration, this comprehensive checklist covers every aspect of restaurant reservations from initial planning through post-dining follow-up.
This detailed guide walks you through pre-reservation planning, restaurant research, making the reservation, special requests, confirmation, pre-dining preparation, arrival and seating, enjoying your meal, payment and tipping, post-dining etiquette, and handling cancellations or changes. Each step ensures you and your dining companions have an excellent restaurant experience while respecting restaurant policies and staff.
Before booking, thorough planning ensures you choose the right restaurant and have all necessary information ready. Start by determining your dining occasion and purpose, as this influences restaurant choice, budget, and expectations. Casual dining with friends requires different preparation than a business dinner or romantic celebration. Decide on cuisine type and restaurant preferences based on your group's tastes and the occasion.
Set a realistic budget range for the meal, considering food, drinks, tip, and parking or transportation costs. Confirm guest count and party size early, as larger parties often require special arrangements. Choose your preferred date and time, but have flexible alternatives ready in case your first choice isn't available. Identify any special dietary restrictions or allergies in your group before booking.
Check for special occasions or celebrations that might influence restaurant choice or require special preparations. Research restaurant options in your desired area using review sites, restaurant guides, and personal recommendations. Read recent reviews and ratings to get a current picture of food quality, service, and atmosphere. Check restaurant menus online to ensure they have options your group will enjoy.
Thorough research ensures you choose restaurants that meet your needs and expectations. Visit restaurant websites for menus, photos, and detailed information about atmosphere, cuisine, and policies. Check restaurant hours and availability, noting any special closures or limited hours. Verify restaurant location and accessibility, including parking information and transportation options.
Look for dress code information to ensure appropriate attire. Some restaurants are casual (jeans and t-shirts fine), while others require business casual or formal dress. Dress codes are usually indicated on restaurant websites or can be confirmed by calling. Review price range and payment options, ensuring the restaurant fits your budget and accepts your preferred payment method.
Check for special promotions or deals, such as happy hour specials, prix fixe menus, early bird specials, or seasonal offers. Look for photos of restaurant interiors and food to get a realistic sense of atmosphere and presentation quality. Check if reservations are required or recommended, as some popular restaurants or fine dining establishments won't accept walk-ins during busy times. Identify available reservation methods for each restaurant.
Choose your reservation method based on what works best for you and the restaurant. Phone reservations allow for personal communication and special requests. Online booking through restaurant websites is convenient and provides immediate confirmation. Reservation apps like OpenTable or Resy let you manage multiple reservations and earn rewards. In-person reservations work if you're already at the restaurant or prefer face-to-face interaction.
Have all necessary information ready before making the reservation: your full name, contact phone number, email address for confirmation, party size, preferred date and time with alternatives, any special occasions or celebrations, and dietary restrictions or allergies. Being prepared makes the booking process smoother and ensures you don't forget important details.
Provide accurate party size information, as incorrect party sizes can cause seating issues. Specify your preferred date and time, but offer alternatives in case your first choice isn't available. Request specific seating preferences such as window tables, booths, quiet areas, or outdoor seating if important to you. Mention any special occasions or celebrations that might require special preparations like a birthday cake or anniversary acknowledgment.
Communicate dietary restrictions and allergies clearly during booking, even if you'll also discuss them with your server. This allows the restaurant to prepare and ensure they can accommodate your needs. Request a high chair or booster if dining with children who need them. Ask about accessibility accommodations if any guests have mobility concerns. Always confirm reservation details with the host or hostess before ending the call or completing the booking.
Record any confirmation number or reference code provided, especially for online bookings. Provide contact information for notifications, including your phone number and email address. This allows the restaurant to contact you if issues arise or they need to confirm changes. Clear communication during booking prevents confusion and ensures everyone's expectations are aligned.
Special requests help customize your dining experience when communicated appropriately and in advance. Request specific table locations that would enhance your experience, such as window tables with a view, booths for privacy or comfort, quiet areas away from noise, or outdoor seating when weather permits. These requests aren't guaranteed but restaurants will accommodate when possible.
For special occasions, request preparations like a birthday cake, anniversary acknowledgment with champagne, or personalized messages. Some restaurants offer celebration packages or can arrange special touches with advance notice. Ask about menu modifications or special preparation for dietary needs, such as gluten-free pasta preparation, vegetarian modifications, or allergen-safe cooking procedures.
Request wine pairing or sommelier assistance if wine selection is important to you. Many restaurants offer wine pairing services or have sommeliers who can recommend wines that complement your meal. For large parties, ask about private dining options, which provide exclusive space and often custom menus. Private dining requires advance booking and often has minimum spend requirements.
Request outdoor seating if available and preferred, considering weather conditions and seasonal availability. Inquire about children's menus or kid-friendly options if dining with children, as some restaurants offer children's menus, smaller portions, or kid-friendly atmosphere. Ask about group menus or family-style options for larger parties, which can simplify ordering and create a more communal dining experience.
Request table setup for business meetings if that's your occasion, such as arrangements conducive to conversation, separate checks if needed, or timing that works around business schedules. Always ask about dietary accommodation capabilities for any special needs in your group. Not all restaurants can accommodate every dietary restriction, so confirming upfront prevents disappointment.
Proper confirmation ensures your reservation is secured and you have all necessary information. Receive and save your reservation confirmation, which includes a confirmation number for phone bookings or an email confirmation for online bookings. Confirmation numbers are essential for resolving any issues or making changes. For online reservations, check your email inbox and spam folder for the confirmation message.
Add reservation details to your calendar, including the restaurant name, address, phone number, date, time, and party size. Set a reminder for the day of your reservation, ideally 1-2 hours before. This helps you remember and prepare. Verify that all reservation details are correct, including date, time, party size, and restaurant location. Contact the restaurant immediately if any information is incorrect.
Note the restaurant's cancellation policy, including how much advance notice is required and any cancellation fees. This information is usually provided during booking or in the confirmation email. Save the restaurant's phone number in your phone for easy contact if you need to cancel, change, or notify them of delays. Check if a deposit or credit card hold is required and understand the refund policy.
Confirm parking or transportation arrangements, especially for urban restaurants where parking may be limited or expensive. Some restaurants offer valet parking, validated parking, or have partnerships with nearby garages. Knowing your transportation and parking options in advance prevents last-minute stress and potential lateness.
Proper preparation ensures a smooth and enjoyable dining experience. Dress according to the restaurant's dress code, which you can usually find on their website or by calling. When in doubt, it's better to be slightly overdressed than underdressed. Fine dining typically requires business casual or formal attire, while casual restaurants accept everyday wear. Dressing appropriately shows respect for the restaurant and enhances your experience.
Plan travel time to arrive on time, accounting for traffic, parking, and walking to the restaurant. Arrive 5-10 minutes before your reservation time to allow time for check-in and seating. Arrange transportation to the restaurant in advance, whether driving, using ride-sharing, taking public transit, or walking. Consider backup transportation options in case your first choice falls through.
Check parking availability and costs beforehand. Many urban restaurants have limited street parking or require paid parking lots. Look for information about parking on the restaurant website or call ahead. Confirm the party meeting point if meeting others at the restaurant, especially if some group members are coming from different locations. This prevents confusion and delays.
Prepare a gift if dining for a special occasion like a birthday or anniversary. Some restaurants can store gift cakes or arrange special presentations with advance notice. Check if the restaurant accepts your preferred payment method, whether cash, credit cards, or mobile payments. Bring identification if required, which is sometimes the case for alcohol service or if you're using a credit card on file.
Charge your phone before leaving, as you'll need it for communication, payment apps, maps, and restaurant apps. Review the restaurant menu again for ordering decisions, noting dishes you're interested in and asking yourself questions about ingredients or preparation. This helps you order efficiently and enjoy the decision-making process without stress.
Notify the restaurant if you're running late or need to change the reservation time. Most restaurants appreciate advance notice and will try to accommodate schedule changes. Call rather than text or email if you're running late. Even a short call helps the restaurant manage seating and service. Being considerate of the restaurant's schedule demonstrates respect and helps ensure good service.
Arrive 5-10 minutes before your reservation time to allow time for check-in and seating. This punctuality helps the restaurant maintain their seating schedule and shows respect for their time. If you're running more than 10-15 minutes late, call the restaurant to notify them. Most restaurants hold tables for 15-20 minutes past the reservation time.
Check in with the host or hostess upon arrival, providing your reservation name or confirmation number. If someone else in your party made the reservation under their name, let the host know. Inform the host if you're waiting for additional party members to arrive, as most restaurants prefer to seat complete parties during busy times. They may offer to hold your table or suggest waiting in the bar area.
Wait in the designated waiting area, which might be near the entrance, bar, or host stand. Be patient if the restaurant is running behind schedule, which can happen due to previous guests staying longer than expected. Restaurants typically communicate expected wait times and may offer a complimentary drink or seating in the bar area. Getting upset about delays doesn't help the situation.
Follow the host to your table when called. The host will guide you through the restaurant to your assigned table. Check that the table setup matches any special requests you made, such as window seating, booth, or accessibility accommodations. If the seating doesn't match your request or doesn't work for your group, politely request different seating if needed and available.
Settle in at your table and wait for your server to approach. The server will greet you, introduce themselves, and begin the service process. Take a moment to get comfortable, adjust your chair, and look around. If you haven't been offered water or bread within a reasonable time, politely alert your server or the host. The beginning of the meal sets the tone for the entire experience.
Be ready to order when your server arrives, which respects the server's time and helps maintain service flow. If you need more time, that's perfectly acceptable, but let your server know. Ask questions about menu items if you're unsure about ingredients, preparation, or portion sizes. Good servers are knowledgeable about the menu and happy to make recommendations based on your preferences.
Remind your server of any dietary restrictions and allergies, even if you mentioned them during booking. This double communication ensures kitchen staff are aware and take proper precautions. Inform your server of any food dislikes or preferences to help them make suitable recommendations. Servers can often suggest modifications or alternative dishes that better suit your tastes.
Order beverages and appetizers first to start the meal and give yourself time to decide on entrees. This pacing helps the service flow and allows you to enjoy each course without rushing. Order entrees when you're ready, and don't feel pressured to order quickly. Take time to consider your choices and ask any final questions before ordering your main course.
Request special preparation if needed, such as sauce on the side, cooking temperature preferences, or ingredient substitutions. Most restaurants accommodate reasonable requests, though some may have limitations based on preparation methods. Be specific about your requests to ensure the kitchen prepares the dish exactly as you want it. Clear communication leads to better results.
Be polite and respectful to all restaurant staff, including servers, hosts, busboys, and kitchen staff. Good service goes both ways. Treat staff with the same respect you expect to receive. Handle any issues or complaints politely and constructively, speaking directly with your server or manager if something isn't right. Most restaurants want to resolve issues and ensure guest satisfaction.
Enjoy your meal and conversation with your dining companions. Restaurant dining is about more than just food, it's about the social experience, atmosphere, and taking a break from routine. Engage with your group, appreciate the food, and savor the experience. Don't rush through courses unless necessary. Part of enjoying restaurants is letting go of time pressures and being present.
Order desserts or after-dinner drinks if desired, which provides a pleasant end to the meal. Many restaurants have excellent dessert menus or offer digestifs and coffee to finish the meal. Ordering dessert isn't obligatory but can be a nice way to extend the dining experience, especially for special occasions. Take time to enjoy these final courses before requesting the bill.
Review the bill carefully for accuracy, checking each item against what you ordered and confirming quantities and prices. Verify that all charges are correct, including food, drinks, taxes, and any additional charges. Mistakes can happen, and it's appropriate to politely request corrections if you spot errors. Taking a moment to review the bill prevents overcharges and confusion.
Check for automatic gratuity or service charge, which many restaurants add for large parties (typically 6-8 or more guests). Automatic gratuity is usually 18-20%. If automatic gratuity is included, you don't need to add additional tip, though extra gratuity for exceptional service is always appreciated. Calculate appropriate tip based on service quality if automatic gratuity isn't included.
Standard tipping practices vary, but 15% is acceptable for adequate service, 18-20% for good service, and 20%+ for excellent service. Consider the restaurant type and service style when tipping. Fine dining typically warrants higher tips than casual dining. Tipping reflects your satisfaction with service and is an important part of restaurant compensation in many regions.
Ask your server about payment methods accepted if unsure. Most restaurants accept major credit cards, and many accept cash. Some restaurants also accept mobile payments, checks (with ID), or have specific payment restrictions. Request separate checks if needed and policy allows, which is often possible for smaller groups but may be restricted for large parties or during busy times.
Pay the bill with your chosen payment method, whether cash, credit card, or mobile payment. For credit card payments, the server will typically bring the receipt for signature and tip. Leave the tip in cash or add it to the card payment as indicated on the receipt. Take your copy of the receipt for records if needed, especially for business expense purposes.
Thank your server and staff for excellent service as you leave. Expressing appreciation is always appreciated and helps build positive relationships with restaurants you may visit again. If you had exceptional service or a memorable experience, consider asking to speak with the manager to provide positive feedback or request a specific server for future visits.
Leave the restaurant in an orderly manner, pushing in your chair and ensuring you haven't left anything behind. Leave the table reasonably clean, placing used napkins and items on the table rather than the floor. While staff will clean and reset the table, tidying up a bit shows respect and consideration for the next guests and the restaurant staff.
Check if you left any personal items behind, including phones, wallets, jackets, sunglasses, or small items that might have fallen. Take a quick look at your seat and the surrounding area. If you realize later that you left something, call the restaurant as soon as possible. Most restaurants keep lost items for a period of time and will try to return them.
Write a review if you feel inclined, sharing your experience with others. Reviews help other diners make informed decisions and provide valuable feedback to restaurants. Be fair and honest in reviews, mentioning both positive aspects and areas for improvement. Many restaurants use review platforms like Google, Yelp, or TripAdvisor to monitor and improve their service.
Consider providing feedback to the restaurant directly, especially for significant issues or exceptional experiences. Speaking with a manager allows the restaurant to address concerns immediately and shows you care about their improvement. Positive feedback is also valuable, as it motivates staff and reinforces good practices. Direct communication often yields better results than public reviews.
Recommend the restaurant to friends and colleagues if you enjoyed it. Personal recommendations are powerful and help support good restaurants. Note favorite dishes for future visits, making it easier to order on return trips. Consider becoming a regular at restaurants you particularly enjoy, as frequent diners often receive special treatment and build relationships with staff.
Notify the restaurant as early as possible if you need to cancel your reservation. Advance notice allows the restaurant to offer the table to other guests and manage their seating effectively. Most restaurants require 24-48 hours notice for cancellations, especially for large parties or during busy periods. Earlier notification is always better and demonstrates consideration for the restaurant.
Follow the restaurant's cancellation policy, which should have been communicated when you booked or is available on their website. Policies typically specify how much advance notice is required and whether cancellation fees apply. Understanding and respecting these policies helps maintain good relationships with restaurants and prevents unexpected charges.
Check if cancellation incurs any fees, which is common for large parties, special occasions, or restaurants that require deposits. Some restaurants charge cancellation fees for late cancellations, while others apply the deposit to future visits. Be aware of these policies when booking to avoid unpleasant surprises later.
Request rescheduling instead of cancellation if you still want to dine at the restaurant but at a different time. Most restaurants prefer rescheduling over cancellation, as it keeps the business. When requesting rescheduling, have alternative dates and times ready. The earlier you request the change, the more options will be available.
Update reservation details if your party size changes, either increasing or decreasing. Larger additions may require different table arrangements, while significant reductions might allow the restaurant to accommodate other guests. Always notify the restaurant of party size changes as soon as you know about them.
Modify reservation time if needed with advance notice. Moving an earlier reservation to later is often easier than the reverse, as later time slots are more available. Provide as much notice as possible when requesting time changes. Inform the restaurant if you're running significantly late, as they may hold your table or reschedule if the delay is substantial.
Understand deposit and refund policies, which apply especially to large parties, special events, or premium restaurants. Deposits ensure commitment to the reservation and compensate the restaurant for no-shows. Refund policies specify under what conditions deposits are returned. Always clarify deposit terms when booking to avoid confusion later.
Throughout the restaurant reservation process, keep these essential practices in mind:
Restaurant reservations require planning, communication, and consideration for both the restaurant and fellow diners. By following this comprehensive checklist, making reservations thoughtfully, arriving punctually, communicating clearly, and treating staff with respect, you'll consistently enjoy excellent dining experiences. Remember that good restaurant experiences come from both sides, and being a considerate, prepared diner enhances not only your experience but also that of other guests and restaurant staff.
For more dining and event planning resources, explore our dinner party planning checklist, our event planning guide, our business dinner planning checklist, and our celebration planning checklist.
The following sources were referenced in the creation of this checklist: