Making Appointments, Bookings and Reservations

Booking is a short, highly predictable exchange. Learn the shape once and it works for restaurants, hotels, hairdressers and meetings alike.

The shape of a booking

1. Say what you want → 2. Give the details → 3. Give your name → 4. Confirm

I'd like to book a table, please. For four people, on Friday at eight. The name's Cooper. So that's Friday the ninth at eight, for four. Lovely, thank you.

Book, reserve or make?

• book — the everyday word: book a table · book a room · book a flight
• reserve — slightly more formal, same meaning
• make an appointment — for a service with a person: doctor, dentist, hairdresser
• arrange a meeting — for work

You book a table but make an appointment. Both are fixed.

Restaurant

• Do you have a table for two at seven?
• I'm afraid we're fully booked at seven. Would half past do?
• Could we have a table by the window / outside?
• It's for a birthday.

Hotel

• Do you have any rooms available for the 3rd?
• A double, for two nights.
• Is breakfast included?
• What time is check-in / check-out?
• Is there parking?

Changing or cancelling

This is where politeness matters most, because you are causing inconvenience.

• I'd like to change my booking, if that's possible.
• Could we move it to Thursday instead?
• I'm afraid I need to cancel.
• I'm sorry for the short notice.
• Is there a cancellation fee?

Apologise for short notice. Cancelling without acknowledging it reads as inconsiderate in English, even when you are within your rights.

The phrases they will use

• Bear with me a moment. (please wait)
• Can I take your name?
• We're fully booked.
• That's all confirmed.
• You should get a confirmation email.

Test yourself

The quiz below covers the fixed verbs and the cancellation etiquette.