Sending a rejection email creates a small knot in your stomach. That split second before clicking “send” brings hesitation, knowing you might disappoint someone who selected your business. Yet handling these situations properly can turn a “no” into a future “yes.”
These email templates demonstrate the best ways to decline bookings while keeping doors open for future business. Each template combines professionalism with genuine care, helping you maintain strong relationships even when you can’t accommodate requests. Ready to learn the best ways to say “no” without losing connections?
“Unfortunately We Are Fully Booked” Email Samples
Your complete guide to crafting the perfect response when your schedule is at capacity.
1. Simple Restaurant Booking Response
Subject: Your Reservation Request for Saturday, June 15
Dear Mr. Thompson,
Thank you for wanting to dine with us at The Silver Fork. We truly value your interest in our restaurant.
Unfortunately, we are completely booked for Saturday, June 15, at 7:30 PM. Would you like to join us instead on Friday or Sunday at the same time? We also have several tables available at 6:00 PM or 8:45 PM on your preferred date.
Should none of these alternatives work for you, please let us know your preferred dates for the upcoming weeks. We’ll do our best to accommodate your party of four.
Looking forward to welcoming you soon.
Best regards,
Sarah Mitchell
Reservations Manager
The Silver Fork Restaurant
2. Hotel Peak Season Response
Subject: Re: Booking Inquiry for August 12-15
Dear Ms. Rodriguez,
Thank you for your interest in staying at Bayview Hotel. We’re grateful you considered us for your summer vacation.
Regrettably, we are fully booked for your requested dates of August 12-15. As this falls during our peak season, we experience particularly high demand during this period.
Would you consider staying with us from August 16-19 instead? We have several lovely ocean-view rooms available then. Alternatively, we could add you to our waitlist for your preferred dates and contact you if there’s a cancellation.
Please let us know if either option interests you, or if you’d like to explore different dates.
Warm regards,
Michael Chen
Reservations Department
Bayview Hotel
3. Photography Studio Wedding Response
Subject: Wedding Photography Inquiry – June 2025
Dear Amanda and Chris,
Thank you for considering our studio to capture your special day. Congratulations on your engagement!
Unfortunately, we’re fully booked for June 15, 2025. Your wedding date falls during our busiest season, and we committed to another couple several months ago.
Since finding the right photographer is crucial, we’d love to recommend three talented photographers who might still have availability for your date. Each one has a style similar to ours and maintains the high standards you’re looking for.
Please let us know if you’d like these recommendations, or if you have any flexibility with your date.
Best wishes,
David Cooper
Lead Photographer
Timeless Moments Studio
4. Spa Weekend Rejection
Subject: Your Spa Package Request – Mother’s Day Weekend
Dear Mrs. Baker,
Thank you for wanting to book our Deluxe Spa Package for Mother’s Day weekend.
Unfortunately, all our treatment rooms are fully booked for May 11-12. This special weekend tends to fill up months ahead, and we hate disappointing our valued clients.
We have several openings the following weekend, May 18-19, with a special 15% discount as our way of thanking you for your flexibility. Additionally, we could split your requested treatments across two weekdays if that better suits your schedule.
Please let us know if either option works for you.
Kind regards,
Emma Thompson
Spa Coordinator
Serenity Wellness Center
5. Private Event Venue Response
Subject: Re: Venue Inquiry for September Corporate Event
Dear Mr. Phillips,
Thank you for your interest in hosting your corporate event at The Grand Hall.
Unfortunately, we are already booked for September 20. Several companies reserved our space for their fall events earlier this year.
We do have prime availability on September 13 or September 27. Both dates would work perfectly for your 150-person gathering, and we’d be happy to offer our premium AV package complimentary if you choose either alternate date.
Let us know if you’d like to schedule a tour to see our space on either of these dates.
Best regards,
Robert Martinez
Events Director
The Grand Hall
6. Personal Training Session
Subject: Re: Personal Training Sessions Request
Dear Alex,
Thank you for your interest in personal training sessions at Peak Fitness.
Currently, my 5:30 PM – 7:30 PM slots are fully booked Monday through Thursday. These after-work hours tend to be our most requested times.
However, we could start your fitness journey at 5:00 PM or 7:45 PM. Many clients find these slightly adjusted times work well with their schedules. Another option is early morning sessions between 6:00 AM – 8:00 AM, where we have several openings.
Let me know what might work best for you.
Best regards,
Tom Wilson
Senior Personal Trainer
Peak Fitness
7. Hair Salon Appointment
Subject: Your Appointment Request for Color Service
Dear Lisa,
Thank you for trying to book a color service with us at Style Studio.
Unfortunately, we’re fully booked this Saturday, March 9. Our weekend slots typically fill up quickly, especially for color services.
We have availability this Thursday at 2:00 PM or next Tuesday at 4:30 PM. As a new client, we’d love to offer you 20% off your first color service if you book one of these alternative times.
Please let us know if either time works for your schedule.
Best wishes,
Nina Garcia
Senior Colorist
Style Studio
8. Dental Office New Patient
Subject: New Patient Appointment Request
Dear Mr. Johnson,
Thank you for choosing Bright Smile Dental for your dental care needs.
Unfortunately, our new patient appointments are fully booked through March. We maintain a strict patient-to-dentist ratio to ensure quality care.
We can schedule you for April 5 at 10:00 AM or April 7 at 2:00 PM. If you’re experiencing any urgent dental issues, we also partner with several excellent dental offices that might have earlier availability.
Please let us know how you’d like to proceed.
Best regards,
Dr. Sarah Lee
Bright Smile Dental
9. Popular Restaurant Group Booking
Subject: Group Dinner Reservation Request
Dear Ms. Wilson,
Thank you for your interest in hosting your group dinner at The Olive Branch.
Unfortunately, we are fully committed on Friday, July 12, for both our main dining room and private spaces. Large group bookings for summer weekends tend to fill up quickly.
We do have availability for your group of 12 on Thursday, July 11, or Sunday, July 14. We’d be happy to offer complimentary appetizers for your group if you choose either of these dates.
Please let us know if you’d like to explore these options.
Warm regards,
Carlos Ruiz
Events Coordinator
The Olive Branch
10. Wedding Venue Response
Subject: Re: Wedding Venue Inquiry – May 2025
Dear Jessica and Mark,
Thank you for your interest in celebrating your wedding at Rose Garden Estate.
Unfortunately, we are fully booked for Saturday, May 24, 2025. Spring weekends are particularly popular for weddings at our venue.
We still have availability for Friday, May 23, or Sunday, May 25. Both dates would include our premium wedding package, and we offer a 15% discount for non-Saturday celebrations. We could also explore dates in early June if you prefer a Saturday ceremony.
Let us know if you’d like to schedule a tour to discuss these options.
Best wishes,
Rachel Greene
Wedding Coordinator
Rose Garden Estate
11. Concert Hall Private Event
Subject: Private Event Space Request
Dear Ms. Anderson,
Thank you for your inquiry about hosting your charity gala at Symphony Hall.
Unfortunately, our main hall is already reserved for October 15. Several annual events book our space a year ahead.
We do have availability on October 8 or October 22. Both dates would work well for your 300-person gala, and we’d be happy to include our premium sound system and lighting package at no extra charge for either date.
Please let us know if you’d like to explore these alternatives.
Kind regards,
James Morrison
Events Manager
Symphony Hall
12. Boutique B&B Response
Subject: Your Reservation Request – New Year’s Eve
Dear Mr. and Mrs. Thompson,
Thank you for your interest in spending New Year’s Eve at Cedar Creek B&B.
Unfortunately, all our suites are reserved for December 31. This special night books up nearly a year ahead.
We do have our best suite available for December 30, and you could join our New Year’s Eve dinner as non-resident guests. Alternatively, we could add you to our waitlist for New Year’s Eve and contact you if there’s a cancellation.
Let us know how you’d like to proceed.
Warm wishes,
Mary Johnson
Owner
Cedar Creek B&B
13. Popular Tour Guide
Subject: Private Tour Request – Cherry Blossom Season
Dear Mr. Lee,
Thank you for your interest in booking a private cherry blossom tour.
Unfortunately, all our guides are fully booked for April 5. The peak bloom period is our busiest time of year.
We have availability for private tours on April 3 or April 7. Both dates typically fall within the bloom period, and we’d be happy to offer a 10% discount for either of these dates. We also run small group tours daily if you’d prefer that option.
Please let us know which option interests you.
Best regards,
Akiko Tanaka
Lead Tour Guide
Tokyo Walking Tours
14. Art Gallery Exhibition Space
Subject: Exhibition Space Inquiry
Dear Ms. Carter,
Thank you for your interest in exhibiting at Urban Gallery.
Unfortunately, our main exhibition space is fully booked through the fall season. Many artists reserve their slots up to a year ahead.
We do have availability in our second gallery space for August or October. While slightly smaller, this space offers excellent lighting and has hosted many successful exhibitions. We could also consider a winter showing in the main gallery.
Let us know if you’d like to view either space.
Best wishes,
Daniel Park Gallery
Director
Urban Gallery
15. Yacht Charter Service
Subject: Re: July 4th Charter Request
Dear Mr. Reynolds,
Thank you for your interest in chartering The Blue Pearl for Independence Day.
Unfortunately, all our vessels are reserved for July 4. Holiday charters typically book several months ahead.
We have availability for July 3 or July 5, and we’d be happy to offer a 20% discount for either date. Both evenings still offer fantastic views of other firework displays around the bay. We could also add you to our waitlist for July 4.
Please let us know how you’d like to proceed.
Best regards,
Captain Mike Stevens
Blue Pearl Charters
16. Cooking Class Registration
Subject: Italian Cooking Class Registration
Dear Mrs. Bennett,
Thank you for your interest in our Fresh Pasta Making class.
Unfortunately, this Saturday’s class is fully booked. These hands-on sessions maintain small class sizes to ensure personal attention.
We’re running the same class next Saturday at 2:00 PM or Sunday at 11:00 AM. As a bonus, we’d include our homemade sauce recipe book with either alternative class date.
Let us know which date might work better for you.
Happy cooking,
Chef Marco
Rossi Culinary Workshop
17. Interior Designer Response
Subject: Re: Home Design Consultation Request
Dear Ms. Lopez,
Thank you for considering our design services for your home renovation.
Unfortunately, our project schedule is fully booked through September. We take on limited projects to ensure each client receives dedicated attention.
We could start your project in October, or we have a cancellation slot available in late August. Both timeframes would still allow completion before the holiday season.
Please let us know if either option interests you.
Warm regards,
Lauren Taylor
Principal Designer Taylor Interiors
18. Party Entertainment Service
Subject: Birthday Party Entertainment Request
Dear Mrs. Richards,
Thank you for inquiring about our children’s entertainment services.
Unfortunately, we’re fully booked for the afternoon of May 18. Weekend birthday parties are especially popular during spring.
We have availability that morning from 10:00 AM – 12:00 PM, or we could do Sunday, May 19, at your preferred time. We’d include an extra 30 minutes of entertainment at no charge for either alternative.
Let us know which option might work better.
Best wishes,
Tony Fisher
Happy Days Entertainment
19. Professional Photographer
Subject: Family Portrait Session Request
Dear Kim,
Thank you for your interest in booking a fall family portrait session.
Unfortunately, all our weekend slots for October are fully booked. The autumn colors make this our most requested season.
We have several weekday sunset sessions available, which often work well for families. We also have weekend availability in late September when the leaves typically start changing. We’d offer a complimentary 8×10 print with either option.
Please let us know if either alternative interests you.
Warm regards,
Patricia Morgan
Morgan Photography
20. Private Yacht Club Event
Subject: Corporate Summer Party Inquiry
Dear Mr. Harrison,
Thank you for your interest in hosting your company summer party at Harbor View Club.
Unfortunately, our venue is fully committed for June 22. Summer weekends book quickly at our waterfront location.
We have availability on Friday, June 21, or Saturday, June 29. Both dates offer perfect sunset views over the harbor, and we’d include complimentary welcome cocktails for your group with either date.
Let us know if you’d like to tour the venue on either date.
Best regards,
Victoria Palmer Events
Director Harbor View Club
Final Thoughts: Professional Email Responses for Full Bookings
These email templates prove that saying “no” doesn’t mean losing business. Each response turns a booking rejection into an opportunity through alternatives, special incentives, or waitlist options. Using clear, friendly language while suggesting solutions helps maintain positive relationships with potential clients. Keep these templates nearby for those busy times when you need to decline bookings while keeping doors open for future business.