Restaurant no-shows: how to cut them, and what UK law says about fees
Updated 19 October 2026
Most restaurant no-shows can be cut with three cheap steps: a reminder the day before, an easy way to cancel, and a deposit for big tables and peak dates. In the UK, you can charge a no-show fee or keep a deposit if the guest agreed to clear terms before booking and the amount is fair compared with your real loss. A charge that's out of proportion risks being an unfair term under consumer law.
This is general information, not legal advice.
What no-shows really cost
A 40-cover restaurant gets 8 no-show covers a week. Average spend is £35 a head including VAT, so £29.17 without VAT.
- Lost sales: 8 × £29.17 = £233 a week
- Over a year: about £12,100 of sales
- Your staff, rent and prep are already paid for, so most of that would have been profit
Small no-show rates add up. See what they do to your numbers with the break-even calculator.
The no-show ladder: start cheap, then add friction
| Step | What it does | Cost to you | Friction for guests |
|---|---|---|---|
| 1. Confirm and remind | Message the day before, and on the day for big tables | Low | None |
| 2. Easy cancel | A link or reply-to-cancel, so guests free the table | Low | None |
| 3. Waitlist and walk-ins | Fill late gaps fast | Low | None |
| 4. Card guarantee | Card details held, charged only if the guest doesn't show | Booking system fee | Some |
| 5. Deposit | Part-payment taken off the final bill | Payment fees | More |
| 6. Full pre-payment | Set menus, tasting menus, Christmas Day | Payment fees | Most |
Most venues only need steps 1–3 most of the time. Save deposits for groups (often 6+), Friday and Saturday nights, and special dates like Christmas, Valentine's and Mother's Day.
Are no-show fees legal in the UK?
Generally, yes, if you do it fairly. The key points:
- Tell guests before they book. Show the deposit or no-show charge, and when it applies, before the booking is confirmed. Get them to agree to it.
- Make it fair. The Consumer Rights Act 2015 says a term that makes a consumer who breaks the contract pay a disproportionately high sum may be unfair, and an unfair term isn't binding on the consumer. Link the charge to your likely loss, not a penalty.
- Give a clear cancellation window, such as 24 or 48 hours, with a full refund before it.
- Take deposits off the final bill. Then it's clearly a deposit, not an extra charge.
- Refund if you cancel or can't seat them.
- Be flexible with genuine emergencies. A good review is worth more than £20.
Card details: never write card numbers down or ask for them by email or WhatsApp. Use a booking system or payment provider that stores cards securely.
What do UK restaurants charge?
There's no set rate. Many venues ask for a deposit of around £10–£20 a head for groups and peak nights, taken off the bill. Tasting menus and Christmas Day bookings are often paid in full upfront. Start low. You can raise it if no-shows don't fall.
No-show policy template
Our booking policy We hold tables for 15 minutes after the booking time. For tables of 6 or more, and bookings on [dates], we take a deposit of £[X] per person when you book. It comes off your bill on the day. You can cancel or change your booking for a full refund up to [48] hours before. After that, we keep the deposit, because we've usually turned other guests away. If something urgent comes up, call us on [number] and we'll do our best to help.
Put the policy on your booking page, in the confirmation message, and on your website.
Reminder message templates
Day before (all bookings):
Hi [Name], looking forward to seeing you tomorrow at [time] for [party size]. Can't make it? Just reply CANCEL and we'll free the table for someone else. – [Restaurant]
Morning of (6+ guests):
Hi [Name], your table for [party size] is ready for [time] tonight. Running late or numbers changed? Reply here and we'll sort it.
WhatsApp gets read fast. Remember: reminders are service messages. Don't add offers to them, or they may count as marketing, which WhatsApp charges more for. See how WhatsApp Business API pricing works in the UK.
Pre-orders: the quiet no-show fix
Guests who've already chosen their food are far less likely to vanish. Pre-orders also let the kitchen prep exactly what's needed. They work well for:
- Sunday roasts
- Christmas party menus
- Large groups and set menus
- Birthday cakes and celebration platters
Planning the festive season? See our Christmas marketing ideas for restaurants.
Where Menuthere fits
Menuthere isn't a full reservation system, but it covers the pre-order side well:
- Table booking (Lite, US$17 a month). Guests pick a date and time slot. You set the days, slots and notice. Staff get an alert one hour before each booked slot.
- Pre-orders with a booking (Lite, US$17 a month). Guests can choose their dishes when they book, so the kitchen knows what to prep.
- Deposits by payment link. Deposits at booking aren't built in. Instead, send a payment link from your own Stripe account for a deposit or a Christmas pre-payment. It's manual, but you pay no commission to Menuthere.
- WhatsApp on your own number (Pro, US$39 a month). Order updates go out automatically. Booking reminders to guests aren't automatic, so send them yourself from the WhatsApp inbox or with a message template.
If you need card guarantees, deposits at booking and a table plan today, a dedicated booking system may suit you better. Compare options in our restaurant booking system guide.
Add table booking and pre-orders from US$17 a month on Lite (billed in US dollars; 7-day free trial with a card, nothing charged until it ends).
FAQs
Can a restaurant charge you for not showing up in the UK?
Yes, if you agreed to clear terms before booking and the charge is fair compared with the restaurant's likely loss. A charge that's out of all proportion may be an unfair term.
How much is a typical restaurant deposit?
Often around £10–£20 a person for groups and busy nights, taken off the final bill. Set menus and Christmas Day are often paid in full.
Can I keep a deposit if a guest cancels?
If your terms say so, you made them clear before booking, and the guest cancelled inside your cancellation window, usually yes. Refund deposits for cancellations made in good time.
What's the best way to reduce no-shows?
A reminder the day before with an easy way to cancel. It costs almost nothing and frees tables you can resell.
Should I take card details for every booking?
Not usually. It adds friction and can put guests off. Use card guarantees or deposits for big tables and peak dates, and reminders for the rest.
What should I do with repeat no-shows?
Ask for a deposit next time they book. Keep a simple note in your booking system, and stay polite.
Sources (5)
- Consumer Rights Act 2015, Part 2 (unfair terms) and Schedule 2, Part 1, paras 5 and 6 (disproportionately high sum in compensation). Accessed 11 Oct 2026. https://www.legislation.gov.uk/ukpga/2015/15/schedule/2
- CMA, Unfair contract terms guidance (CMA37) (updated 22 July 2026). Accessed 11 Oct 2026. https://www.gov.uk/government/publications/unfair-contract-terms-cma37
- Menuthere, Pre-orders and table booking feature page (table booking and pre-orders from Lite; slots, notice). Read 11 Oct 2026. https://www.menuthere.com/en/features/pre-orders-and-table-booking
- Menuthere, Restaurant booking system page research (1-hour slot alert; no built-in deposits). Read 11 Oct 2026. /en-gb/restaurant-booking-system
- Competitor and trade context: Trust Payments blog on reducing no-shows; Morning Advertiser legal advice on no-show charges (2005, background only). Read 11 Oct 2026.