How to book a restaurant by phone, including large groups
Call between lunch and dinner service, give the party size, date, time and one backup time, and ask about deposits, set menus and the cancellation policy. Phone Bud can make the call and send you what was booked; you pay any deposit yourself.
Make your first call freeWhen to call
Call mid-afternoon, between lunch and dinner service.
During service, the host is seating people and may rush the call or not pick up. For a large group or a weekend night, call a few days ahead, since those tables go first.
What to say
Lead with the party size, date and time, then give one backup time.
"Hi, I'd like a table for [6] on [Saturday] at [7]. If 7 is full, is [7:30] open? The name is [Sam Lee], and my number is [number]."
Have these ready before you call:
- The party size, and whether it might change.
- The date, the time and one backup time.
- A name and phone number for the booking.
- Allergies, high chairs, accessibility or seating requests.
Close: "So that's [6] at [7:30] on [Saturday] under [Sam Lee]. Thanks."
Questions for large groups
Ask about money and timing before you agree, because many restaurants have separate rules for big groups.
- Deposit: is there one, how much, and when is it due?
- Set menu or minimum spend: do groups order from a set menu, or is there a minimum?
- Private room: is there a private or semi-private area, and does it cost extra?
- Table time: how long do you keep the table?
- Cancellation policy: by when can you cancel or change the headcount without a fee?
- Dietary needs: can the kitchen handle allergies or vegetarian guests?
- The bill: is a service charge added, and can you split the bill?
Walk-ins, kitchen hours and pickup
For a quick question, call and ask it in one sentence.
- "Are you taking walk-ins tonight, and what's the wait for [2]?"
- "What time does the kitchen close tonight?"
- "Can I order for pickup by phone? I'd like [items] for [6:30] under [name]."
For pickup, have the items, your name and the pickup time ready, and ask whether you can pay when you pick it up.
Let Phone Bud call the restaurant
Put the restaurant's number in To, paste the request into Purpose, and press Start call.
Phone Bud asks for your time, offers the backup if it's full, asks your questions, and sends you a summary and the transcript. Here's a made-up example.
Request: Call the Italian restaurant on Main Street. Ask for a table for 10 this Saturday at 7, or 7:30 if 7 is full. Ask about a deposit and a set menu. Don't give a card number. Name: Sam Lee, phone (555) 010-0199.
Booked for 10 at 7:30 on Saturday under Sam Lee.
- Set menu
- Groups over 8, $45 a person
- Deposit
- $100 by Thursday
- Follow up
- Call them to pay the deposit.
- Your time on the phone
- 0:00
Limits
Phone Bud makes the booking call, and you handle any payment.
- It can't pay deposits or give card numbers. If a card is needed to hold the table, the notes say so.
- It introduces itself as your assistant, says it's an AI if asked, and never claims to be you or a person.
- It can't transfer the call to you.
- Calls work best while the restaurant is open and between services.
- Calls come from a Phone Bud number, so put your own number in the request.
- It calls US and Canada numbers only.
Related
See booking appointments by phone, how Phone Bud can call a business for you, ready-made phone call scripts, and how to leave a voicemail if no one picks up. All guides.
FAQ
When is the best time to call a restaurant?
Mid-afternoon, between lunch and dinner service.
What should I ask when booking for a large group?
The deposit, any set menu or minimum spend, how long you keep the table, and the cancellation policy.
Can an AI make a restaurant reservation for me?
Yes. Phone Bud asks for your time and a backup, and sends you what was booked.
Can it pay the deposit?
No. It doesn't give card numbers; the summary tells you how to pay.
Can it place a pickup order?
Yes, if they take payment at pickup. Include the items, your name and the pickup time.