Knowing how to seat guests professionally starts at the door. The host is the first person guests meet.
In this guide you’ll learn a simple host script for every situation: reservations, walk-ins, waiting and special requests. Tap 🔊 to hear each one.
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The 10-second rule
Guests should never stand at the door without a hello. Look up and smile within 10 seconds, even if you are busy.
If you are on the phone or with another guest, just smile and say “I’ll be right with you.” That’s all. The guest now knows you saw them.
Then use three steps: welcome, ask, lead.
Step 1: Welcome the guest
“Good evening! I’ll be right with you.”
When you are busy. It stops guests feeling ignored.
“Good evening, welcome! Do you have a reservation?”
Your standard greeting. A reservation = a table booked before.
“May I have the name for the reservation?”
If they say yes.
“No problem. How many people are in your party?”
If they say no. Your party = your group.
Step 2: Check the book or the wait
“Yes, here we are. A table for four at seven o’clock.”
Say the details back so the guest knows it’s correct.
“I can’t see a booking under that name. Let me see what I can do.”
If you can’t find it. Don’t blame the guest. Just help.
“I see it’s a birthday today. Congratulations!”
Read the notes in the booking. Guests love this.
“We have about a twenty-minute wait. Is that okay?”
Give a real time. Never say “five minutes” if it’s twenty.
“Can I have a name for the waiting list?”
The waiting list = the list of guests waiting for a table.
“You’re welcome to wait at the bar. I’ll come and get you.”
Give guests a nice place to wait.
Step 3: Lead the guest to the table
“Please follow me.”
Walk a little in front of the guests, not too fast.
“Please watch your step here.”
For stairs or a step down.
“Here we are. Is this table okay for you?”
This question stops complaints later.
“Of course. Let me find you a table by the window.”
If they want a different table, and you have one.
“Here are your menus. Your server will be with you in a moment.”
Your last line. Then say “Enjoy your meal!” and go back to the door.
Special situations
- A regular guest (someone who comes often): “Welcome back! Nice to see you again.”
- A big group: “A table for eight? Perfect, your table is ready.” Then tell the server straight away.
- A guest with a walking stick or wheelchair: choose an easy table near the door. Say “I have an easy table right here for you.”
- A stressed guest: stay calm and warm. “I’m glad you made it! Let me seat you right away.”
Talk to your servers
Don’t give one server three new tables at the same time. Give tables in turn: server A, then B, then C. This is called a rotation.
When you seat a big group or a birthday, tell the server: “Table 5 is a birthday. They will want a candle on the dessert.”
Save this card and look at it before your next shift. On Pinterest? Pin it so you can find it fast.
How to seat guests professionally: example dialogue
Host: Good evening, welcome! Do you have a reservation?
Guest: No, we don’t. Do you have a table for two?
Host: We have about a fifteen-minute wait. Is that okay?
Guest: Yes, that’s fine.
Host: Great. Can I have a name for the waiting list?
Guest: Sara.
Host: Thank you, Sara. You’re welcome to wait at the bar. I’ll come and get you.
Host: Sara? Your table is ready. Please follow me.
Host: Here we are. Is this table okay for you?
Guest: It’s perfect, thank you.
Host: Here are your menus. Your server will be with you in a moment. Enjoy your meal!
Welcome, ask, lead. And the wait time was honest.
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Quick quiz
1. Guests arrive while you are on the phone. What do you do?
The 10-second rule: let guests know you saw them.
2. The real wait is 25 minutes. What do you say?
Honest times keep guests calm.
3. What do you ask when the guests reach the table?
If they want a different table, you find out now, not later.
FAQ
What does a host say when seating guests?
“Good evening, welcome! Do you have a reservation?” Then “Please follow me” and “Here we are. Is this table okay for you?”
What do you say when there is a wait?
Give an honest time: “We have about a twenty-minute wait. Can I have a name for the waiting list?”
Is my accent a problem as a host?
No. Speak slowly and clearly, and smile. Guests care about warm service, not a perfect accent.
Related guides
- How to greet an angry customer
- English for phone reservations
- How to take an order for a large group
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