# 03 Café and restaurant: e-mail, letter, notice, social post

Templates, not legal advice. Replace every [placeholder] (list in part 01). Menus and drinks lists often have their own display rules (for example the price must match what is charged, including tax or service where that applies). Check the rules for your country.

## Before you send: hospitality specifics

- **Menus, boards and drinks lists:** Reprint or update every one of them before the effective date. A mix of old and new prices on the same day is the most common source of complaints.
- **Reservations and group bookings:** Confirmed bookings and agreed set menus keep the agreed price. Say so.
- **Gift vouchers:** Say clearly how they are redeemed. Redeeming them at the printed value is the usual and fairest approach.
- **Online menu, delivery apps and booking platforms:** Update them all on the same day. Third-party platforms may have their own rules for price changes.
- **Service charge or tips:** If you change how service is charged, say it separately and plainly.
- **Staff:** Servers will hear the questions first. Practise the answers in part 06.

## A. E-mail to guests

Subject: New menu prices from [Effective date] at [Business name]

```
[Greeting and name]

thank you for being our guest. From [Effective date] we are adjusting some prices on our menu and drinks list.

[One-sentence reason.]

A few examples:
- [Service, e.g. lunch of the day]: was [old price], now [new price]
- [Service, e.g. coffee]: was [old price], now [new price]
- [Service, e.g. dinner set menu]: was [old price], now [new price]

The full menu with all prices is on [Link] and at the restaurant.

Reservations confirmed before [Date sent] keep the price we agreed. Gift vouchers are redeemed at the value printed on the voucher [or: Rule to insert].

We look forward to welcoming you. Questions? Call [Phone] or write to [E-mail].

Kind regards
[Sender name]
[Business name], [Town or city]
```

## B. Letter (paper, for companies, clubs and regular tables)

```
[Business name]
[Street and number]
[Postcode and town]

[Customer name]
[Street and number]
[Postcode and town]

[Town or city], [Date sent]

Our prices from [Effective date]

[Greeting and name]

you have been dining with us since [Year/month], and we are grateful for it.

From [Effective date] we are adjusting some prices. [One-sentence reason.]

For the dishes and drinks you order most this means:
[Service]: was [old price], now [new price]
[Service]: was [old price], now [new price]

The complete menu is available at the restaurant and on [Website]. Bookings and agreed menus confirmed before [Date sent] keep the agreed price.

We hope to see you soon. If you have questions, call [Phone] or write to [E-mail].

Kind regards

[Sender name]
[Business name]
```

## C. Notice (A4, entrance, till, table card)

```
OUR PRICES FROM [Effective date]

Dear guests

some of our prices change. [One-sentence reason.]
The updated menu is at your table / at the counter.

Bookings confirmed before [Date sent]: agreed price.
Gift vouchers: [Rule to insert].

Please ask us if anything is unclear.
Thank you for being here.

[Business name]
```

## D. Social post

Short version:

```
From [Effective date] some prices on our menu change. The updated menu is on [Website] and in the restaurant. Booked tables keep the agreed price. Thank you for eating with us!
```

Longer version:

```
A word about our menu prices.

From [Effective date] some of our dishes and drinks cost a little more. [One-sentence reason.]

What we keep: [one true thing, e.g. cooking from scratch / the suppliers we trust / the same opening hours].

The full menu is on [Website]. Questions? Ask us at the table or call [Phone].

Thank you for supporting [Business name].
```

Tip: post the day the updated menu is available, never before. Do not argue in the comments; answer once, politely, and use the wording from part 06.

## E. Thank-you to regulars (short personal e-mail or note on the bill)

```
[Greeting and name]

you have been joining us since [Year/month], and we really appreciate it.

From [Effective date] some of our prices rise. [One-sentence reason.] [If you offer something you can keep, e.g.: Your usual [Service] stays at the current price until [date].]

If you would like to talk about anything, ask us on your next visit.

Warm regards
[Sender name]
```

Note: offer regulars only what you can really deliver.

## F. Add-on block: you drop a dish or change portions

```
From [Effective date] we will no longer serve [Service] because [One-sentence reason]. We recommend [Alternative] instead.
```