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.

Step 4 is the one learners skip, and it's the one that prevents problems. Read the details back.

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?

Appointments with a person

• I'd like to make an appointment with Dr Shah.
• How soon could I be seen?
• Do you have anything first thing / after five?
• How long does it take? · How much is it?
• Is it the same price with a different stylist?

Two useful time phrases: first thing (early morning) and last thing (end of the day).

Arranging a meeting at work

Work bookings need a round of availability first:

• Are you free on Thursday morning?
• Does Tuesday at two work for you?
• I'm free any time after eleven.
• Shall we say ten, then?
• I'll send an invite.

If the answer is no: Thursday's no good, I'm afraid — would Friday work?

When they can't fit you in

• We're fully booked, I'm afraid. → Is there a waiting list?
• Nothing until the 14th. → Could you let me know if anything comes up?
• Would you consider an earlier time?

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.
• Under what name?
• We'll need a card to hold the booking.

Confirm out loud before you hang up. So that's Friday the ninth, eight o'clock, four people, under Cooper? Every detail in a booking is a number or a name — exactly what a second language mishears — and the person on the other end expects this check rather than finding it odd.

Booking, and then moving it

A: Good afternoon, Bella's.

B: Hello — could I book a table for four on Friday at eight?

A: Bear with me… I'm afraid we're fully booked at eight. Would half past do?

B: Half past is fine. The name's Cooper.

A: Lovely. That's Friday the ninth, half eight, table for four.

B: Perfect, thank you.

[the next day]

B: Hello, I've got a table booked for Friday under Cooper — I'm afraid I need to move it to Saturday. Sorry for the short notice.

The booking, the read-back and the apology for changing it — the complete cycle.

Test yourself

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