Twenty-five WhatsApp message templates for restaurants and cafes, from "do you have a table" to the birthday cake question
Restaurant WhatsApp is a flood of the same six questions at the worst possible moment: the dinner rush. These templates answer them in one message each, and they are written to be taught to an AI agent so the flood stops reaching the pass.
Quick answer
Twenty-five templates across reservations (request, confirm, waitlist, reminder, large group), menu and prices (menu link, price, halal and dietary, kids), orders (takeaway, delivery radius, ready time), events (private hire, birthday, corporate), problems (no-show, complaint handover, wrong order) and operations (holiday closure, reviews, hiring). Reservations should always repeat back the date, time and pax.
Before you use these
Reservations
Reservation request
Happy to book that. Which date, what time, and how many people? If it is a special occasion, tell me and we will note it.
Confirmation
Booked: [Day, date] at [time], [N] people, under [name]. We hold tables for 15 minutes past the time. Reply here to change anything.
Fully booked, waitlist
We are full at [time] on [date]. I can offer [alternative time] or add you to the waitlist and message you if a table opens. Which do you prefer?
Large group
For [N] people we set a fixed menu at RM [price] per person and take a deposit of RM [amount]. Shall I send the menu options?
Reminder
See you tomorrow at [time], [N] people under [name]. Reply CHANGE if plans change so we can free the table.
Menu and prices
Menu
Our menu is here: [link]. Highlights this week: [two items]. Anything you would like to know more about?
Price
[Item] is RM [price]. [One line: portion or what it comes with.]
Halal
Yes, we are [halal-certified by JAKIM / pork-free but not certified / not halal]. [Certificate number if certified.]
Dietary
We have [vegetarian / vegan / gluten-free] options: [items]. Tell us any allergy when you order and the kitchen will confirm what is safe.
Kids
Kids are welcome. We have high chairs, a kids menu (RM [price]), and [space note].
Opening hours
We are open [hours]. Last order is [time]. Closed on [day].
Takeaway and delivery
Takeaway order
Sure. Send me the items and quantities, your name, and the pickup time, and I will confirm the total and when it will be ready.
Order confirmation
Order confirmed: [items]. Total RM [amount]. Ready for pickup at [time] under [name]. Pay at the counter or [payment link].
Delivery
We deliver within [radius] for RM [fee], or free above RM [amount]. Outside that, we are on [platform]. What is your address?
Ready time
Your order will be ready in about [N] minutes. We will message you when it is packed.
Events
Private hire
We host private events for [min] to [max] guests. Minimum spend is RM [amount] and we need [notice] notice. What date and headcount are you thinking of?
Birthday
Happy to help. We can [hold a cake, light candles, play a song]. Bring the cake by [time] on the day and let me know the name for the table.
Corporate
For corporate bookings we offer set menus from RM [price] per person and can issue an invoice. Let me get a colleague to send you the full package.
Problems
No-show
We missed you tonight at [time]. No problem, it happens. If you would like to rebook, just tell me a date.
Complaint
I am sorry to hear that. The manager will message you personally within [time] to put it right.
Wrong order
Apologies. Send me a photo of what you received and the order name, and we will sort it out straight away.
Operations
Holiday closure
We are closed from [date] to [date] for [reason] and reopen on [date]. Bookings for after that are open now.
Review request
Thank you for dining with us. If you have a minute, a review here helps us a lot: [link]. Tell us if anything was not right, and we will fix it.
Hiring
We are hiring [role]. Send your name, experience and availability here, and the manager will reply within [time].
Catering
We cater from [min] pax. Menus start at RM [price] per person, delivered and set up. What is the date, headcount and venue?
Every template here can be a taught answer or an instruction line in a ReplyKit agent, so reservations get confirmed with the pax and time repeated back during the rush without a person copying and pasting. The agent asks the questions in order, fills the lead card, and hands over when the template says a person should. Instructions are in how to write instructions.
The full restaurant setup, including the reservation flow and the halal question, is in the restaurant guide, and the reminder and no-show patterns in no-show and rebooking templates.
Frequently asked questions
What should a restaurant reservation confirmation on WhatsApp include?
Day and date, time, number of people, the name, and the hold policy, in one message.
How do I answer the halal question?
State the exact status: certified with the number, pork-free but not certified, or not halal. Do not soften it.
Can these templates be automated?
Yes, as taught answers in a ReplyKit agent, with the reservation questions asked in order.
Can I send these as promotions?
No. They are replies to people who messaged you. Promotions break WhatsApp's policy.
How do I handle complaints on WhatsApp?
Apologise once, promise a named person within a set time, and hand over. Never argue in chat.
Answer the rush without leaving the pass
Teach these once and the agent handles reservations at any hour. 7-day free trial.
Sources and further reading
- WhatsApp Business Messaging Policy · opt-in, opt-out and prohibited-use rules every business must follow
- Harvard Business Review, The Short Life of Online Sales Leads (Oldroyd, McElheran, Elkington, 2011) · firms that responded within an hour were about seven times more likely to qualify the lead
ReplyKit is an independent product and is not affiliated with or endorsed by Meta or WhatsApp. This article is general guidance for running a small business, not legal, financial or regulatory advice.