Restaurant Event Email Template
An event invitation works when guests can see at a glance what's happening, when, and how to book. This template puts the date, time and time zone first, then what's included and one clear button. Copy it and fill in the brackets, or have the generator write one for your event.
Updated
No. 01Overview
At a glance
- Goal
- Invite guests to a tasting, live music or a special night.
- Best for
- Restaurants hosting tastings, live music, chef dinners or holiday nights
- Send to
- Everyone, or guests who came to similar nights before
- When
- 2–3 weeks before the event
- What you need
- Event name, date, start and end time, and time zone
- What's happening and what's included
- The price per person, if there is one
- How to book or buy tickets
- Skip it for
- Events without a confirmed date and time
- Private parties and buyouts: invite those guests directly
No. 02Template
Copy the event email
Three subject lines that take different angles, preview text that adds a second detail, and the full email with every detail only you know in [brackets]. Copy each piece into your email platform, then check the phone preview to see how it reads on a small screen.
Subject lines
You're invited: [Event Name], [Date]
Save the date for [Event Name]
Join us for [Event Name]
Preview text
[Date] at [Time]. Here's what's on and how to book.
The email
Hi there,
You're invited to [Event Name] at [Restaurant Name] on [Date], from [Start Time] to [End Time] [Time Zone, like ET].
Here's what's planned: [What's Happening, like live jazz or a winemaker's visit]. [What's Included, like a three-course menu]. [Price per Person, if any].
It's a good night to bring friends or make a date of it. Booking ahead helps us plan the food and the room, so we can give everyone a great evening. Dress is [Dress Code, like casual].
Can't make this one? We host [Recurring Events, like a wine night each month], and we'll let you know when the next one is on the calendar.
Reserve your spot with the button below. Questions? Reply to this email or call us at [Phone].
See you soon,
The [Restaurant Name] team
Reserve your spot
Button link [Event Link]
Upscale version
Same email, different voice. Use whichever sounds more like your restaurant.
Hello,
We would be delighted to have you join us for [Event Name] at [Restaurant Name] on [Date], beginning at [Start Time] [Time Zone, like ET].
The evening will feature [What's Happening], with [What's Included, like a four-course menu]. [Price per Person, if any].
To attend, please reserve below, or reply to this email with any questions.
We look forward to an evening together.
Warm regards,
The [Restaurant Name] team
Reserve your spot
Button link [Event Link]
No. 03Timing
When to send a event email
Our suggestion: send the invitation two to three weeks ahead, then a short reminder a few days before. Casual nights may need only a week.
- Send open events to your whole list; send niche ones, like a wine dinner, to guests who came to similar nights if your platform tracks it.
- It's a one-off campaign. For a monthly night, copy last month's email and update the details.
- Put the date, time and booking button near the top; that's what most readers look for first.
Take care
Always give the date, start time and local time zone. Don't invent seat counts, "almost sold out" claims or ticket prices; say only what's true when you send it.
No. 04Before you send
Before you send it
Run through this list before the email goes to your whole list. It takes two minutes and catches what guests notice first: a wrong date, an offer your team hasn't heard about, or a button that goes nowhere.
- Date, start and end time, and time zone are correct
- The price and what's included match what you'll charge
- The booking link works and shows this event
- No claims about seats left unless they're true
- You sent yourself a test
Common mistakes
- Burying the date. Guests decide by date and time first, so put them in the first sentence.
- Fake urgency. "Only a few seats left" backfires when guests arrive to an empty room.
- No reminder. One email is easy to miss; a short note a few days before gives people a second chance to book.
No. 06FAQ
Event email FAQ
How far in advance should I send a restaurant event email?
Two to three weeks ahead works for most events, with a short reminder a few days before. Big nights, like a New Year's Eve dinner, can go out a month ahead. Casual events, such as a trivia night, may need only a week.
What should a restaurant event email include?
The event name, date, start time and time zone, what's happening, what's included and the price if there is one, plus a single button to book. Keep everything else short, and link to a booking page for the details guests can read later.