How to take deposits for Christmas bookings

1. Decide which bookings need a deposit

You don't need to ask everyone. Restaurants usually ask for one on:

• larger groups, for example six or more;
• set Christmas menus and party nights;
• the busiest dates, like the Fridays and Saturdays before Christmas.

Smaller tables on quieter nights rarely need one.

2. Choose a fair amount

A set amount per person is the easiest to explain, and it's usually taken off the final bill. Keep it in proportion to what a no-show would cost you: a deposit much bigger than your likely loss is harder to justify if a guest complains.

3. Put the rules in writing before the guest pays

In plain words, say:

• how much the deposit is and when it's due;
• whether it comes off the final bill;
• until when it can be refunded, for example up to 7 days before the booking;
• what happens if the group gets smaller.

Show these terms where guests book, and repeat them in the confirmation email.

4. Make paying easy

Take the deposit by card when the guest books, or send a payment link when you accept a large group's request. Give a clear deadline to pay. Apple Pay and Google Pay make it quicker on a phone.

5. Keep on top of unpaid deposits

Check unpaid deposits every day in December, and send one friendly reminder before the deadline. Then decide case by case: a regular might get a little longer, and waiving a deposit for a loyal guest builds goodwill.

6. Stop no-shows before they happen

Send a reminder a day or two before, make changing or cancelling easy, and keep a waiting list for your busiest nights. Our guide to reducing no-shows has more.

How VIEreserve helps

• Set a deposit on any service, including a Christmas menu, paid straight into your own Stripe account with no VIEreserve fee on top.
• Larger groups send a request; when you accept, they're emailed a link to pay.
• Pending Actions shows every deposit still to pay: resend the link, waive it with a reason, or cancel the booking.