Dietary restrictions are a common and important consideration when planning any food event.
Whether it’s a wedding, corporate event, or small dinner party, as a host you want to ensure all your guests are well-fed and their dietary needs are met.
But what’s the best way to determine those needs and restrictions?
In this article, we’ll explore 20 sample emails you can use as templates or inspiration when contacting your guests to inquire about their dietary restrictions.
We’ll cover various scenarios, from formal to casual events, and provide tips on how to word your emails to get the information you need while making your guests feel comfortable and cared for.
Sample Emails Asking for Dietary Restrictions
Here’s a quick intro before we dive into the sample emails: Remember, the key is to be clear, concise, and respectful in your wording.
Make it easy for your guests to respond and provide the necessary details.
Let’s get started!
1. Wedding RSVP Request
Subject: RSVP and Dietary Restrictions for John and Sarah’s Wedding
Dear [Guest Name],
We are thrilled to invite you to celebrate the wedding of John Smith and Sarah Johnson on [date] at [venue]. As we finalize the details for this joyous occasion, we kindly ask that you RSVP by [deadline] to confirm your attendance.
To ensure we provide suitable meal options for all our guests, please let us know if you have any dietary restrictions or food allergies we should be aware of when planning the menu. We want to make sure everyone is accommodated and can enjoy the delicious food we have in store.
You can RSVP and provide your dietary information by either:
1. Responding to this email with your dietary needs,
2. Filling out the enclosed RSVP card and mailing it back, or
3. Visiting our wedding website at [URL] and completing the online RSVP form.
Thank you for taking the time to share this information with us. We look forward to celebrating this special day with you!
Warm regards,
John and Sarah
2. Corporate Event Dietary Survey
Subject: [Event Name] Attendee Dietary Survey
Dear [Attendee Name],
In preparation for the upcoming [Event Name] on [Date], we are reaching out to gather information about our attendees’ dietary needs and preferences. As a valued member of our team, your well-being and satisfaction are of utmost importance to us.
To ensure we provide a delightful and inclusive dining experience, please take a moment to complete the short dietary survey linked below. Your responses will help our event planning team and catering staff accommodate any dietary restrictions, allergies, or specific food preferences you may have.
[Survey Link]
Please complete the survey by [Deadline]. If you have any questions or concerns, don’t hesitate to reach out to our event coordinator, [Name], at [Email].
We appreciate your cooperation and look forward to seeing you at [Event Name]!
Best regards,
[Your Name]
[Your Title]
[Company Name]
3. Casual Dinner Party
Subject: What’s Your Favorite: Dietary Restrictions Edition 😋
Hey [Guest Name]!
I’m so excited about our upcoming dinner party on [Date]! As I plan out the menu, I wanted to check in with you about any dietary restrictions or foods you love or hate. I want to make sure there’s something delicious for everyone!
Do you have any allergies I should know about? Are you vegetarian, vegan, gluten-free, or following any specific diets? And while we’re at it, what are your favorite dishes or cuisines? I’m always looking for new ideas!
Just shoot me a quick reply and let me know. If there’s anything off-limits or that you’d love to see on the table, I’m all ears!
Can’t wait to see you and dig in together!
Cheers,
[Your Name]
4. School Field Trip
Subject: Important: Dietary Information for [Field Trip Name]
Dear Parents and Guardians,
We are excited to announce that our class will be going on a field trip to [Destination] on [Date]. As part of the planning process, we want to ensure that all students’ dietary needs are met during the trip.
Please reply to this email by [Deadline] with the following information:
1. Does your child have any food allergies or sensitivities?
2. Is your child following a specific diet (e.g., vegetarian, vegan, gluten-free)?
3. Are there any other dietary restrictions or concerns we should be aware of?
If your child does have any dietary restrictions, please provide detailed information so that we can make appropriate arrangements with the venue and our catering team.
Thank you for your cooperation in helping us create a safe and enjoyable field trip experience for all our students.
Best regards,
[Teacher Name]
[School Name]
5. Conference Registration
Subject: [Conference Name] Registration – Dietary Requirements
Dear [Attendee Name],
Thank you for registering for [Conference Name], taking place from [Start Date] to [End Date] at [Venue]. We are thrilled to have you join us for this exciting event!
As we finalize the catering arrangements, we kindly request that you provide us with any dietary requirements you may have. This will help us ensure that you are well-fed and comfortable throughout the conference.
Please reply to this email by [Deadline] and let us know if you have any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs
If you have no dietary restrictions, please reply with “No restrictions.” Your response will help us plan accordingly and provide suitable meal options for all attendees.
We look forward to seeing you at [Conference Name]!
Best regards,
[Organizer Name]
[Conference Name]
Organizing Committee
6. Team Building Retreat
Subject: Team Retreat: Help Us Cater to Your Tastes! 🌮🥗🍩
Hey [Team Name] superstars!
As we gear up for our awesome team-building retreat at [Location] on [Date], we want to make sure everyone’s taste buds are as happy as can be. 😋
So, let’s talk food! We’ve got a fantastic catering team ready to whip up some delicious meals, but we need your help to make sure they’re cooking up the right stuff.
Do any dietary restrictions, allergies, or strong preferences we should know about? Vegetarian, vegan, gluten-free, dairy-free, or anything else? Let us know, and we’ll make sure there are plenty of yummy options for you!
Just hit reply and give us the scoop on your dietary needs. If you’re down for anything, feel free to say “I’m an omnivore, bring it on!”
Can’t wait to bond over some great food and even better company!
Cheers,
[Your Name]
[Your Title]
7. Formal Gala Dinner
Subject: [Gala Name] – Dietary Requirements for Seated Dinner
Dear [Guest Name],
We are honored to have you join us for the [Gala Name] on [Date] at [Venue]. As we prepare for this elegant evening, we kindly request your assistance in providing information about any dietary requirements you may have.
Our esteemed catering team will be serving a seated dinner, and we want to ensure that each guest’s dietary needs are met with the utmost care and attention.
Please reply to this email by [Deadline] and inform us of any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions, please reply with “No special requirements.”
Your timely response will allow us to work closely with our catering team to create a delightful dining experience for you and all our distinguished guests.
We look forward to your presence at this momentous occasion.
Sincerely,
[Organizer Name]
[Gala Name]
Organizing Committee
8. Family Reunion Barbecue
Subject: 🌭🍔 Family Reunion BBQ – What’s on Your Plate? 🥗🌽
Hey, [Family Name] clan!
It’s almost time for our epic family reunion barbecue at [Location] on [Date]! We can’t wait to see all your smiling faces and catch up over some sizzling grub.
To make sure everyone’s belly is full and happy, we wanted to check in about any dietary restrictions or preferences you might have. We know our family is a diverse bunch, and we want to make sure there’s something tasty for everyone!
So, let us know if you’ve got any allergies if you’re vegetarian or vegan, or if there are any foods you absolutely can’t stand. And hey, if you’ve got any special requests or favorite dishes, throw those in too!
Just hit reply and give us the lowdown on your dietary needs. If you’re easy-breezy and will eat anything we put in front of you, feel free to say “I’m good with whatever!”
Can’t wait to see you all and chow down together!
Love,
[Your Name]
9. Yoga Retreat
Subject: [Retreat Name] – Dietary Preferences for Your Zen Experience
Namaste, [Guest Name]!
We are thrilled to have you joining us for the [Retreat Name] from [Start Date] to [End Date] at the serene [Location]. As we prepare to nourish your body and soul, we wanted to check in with you about your dietary preferences.
Our dedicated kitchen staff will be preparing wholesome, plant-based meals to complement your yoga and meditation practice. To ensure that we cater to your needs, please let us know if you have any of the following:
– Food allergies or intolerances
– Specific dietary restrictions (e.g., gluten-free, soy-free, raw vegan)
– Any foods you prefer to avoid
– Favorite ingredients or dishes you’d love to see included
Please reply to this email by [Deadline] with your dietary information. If you have no specific preferences and are open to our planned menu, simply respond with “No preferences.”
We look forward to creating a nourishing and transformative experience for you at [Retreat Name].
In gratitude,
[Organizer Name]
[Retreat Name]
Team
10. Charity Luncheon
Subject: [Charity Name] Luncheon – Help Us Cater to Your Needs
Dear [Guest Name],
Thank you for your generous support and commitment to attending the [Charity Name] Luncheon on [Date] at [Venue]. As we come together to make a difference, we want to ensure that the dining experience meets your individual needs.
Our catering team is dedicated to providing a delightful meal that accommodates the dietary requirements of all our valued guests. To assist us in this endeavor, please reply to this email by [Deadline] with any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions, kindly respond with “No special requirements.”
Your timely response will help us work hand in hand with our catering staff to create a satisfying and inclusive dining experience for everyone.
We deeply appreciate your support and look forward to sharing this meaningful event with you.
Warmest regards,
[Organizer Name]
[Charity Name]
Team
11. Birthday Party Potluck
Subject: 🎉 [Name]’s Birthday Bash – What’s Your Dish? 🍝🥗🍰
Hey, party people!
[Name]’s birthday is just around the corner, and we’re getting ready to celebrate in style with a fantastic potluck party on [Date] at [Location]. We know you’re all amazing cooks, so we can’t wait to see (and taste) what you bring!
To make sure everyone can enjoy the feast, we wanted to check in about any dietary restrictions or allergies we should be aware of. If you’ve got any special needs or preferences, just hit reply and let us know.
Also, to avoid ending up with 10 bowls of guac (not that we’d complain), let us know what dish you’re planning to bring. If you’re still undecided, no worries – just give us a heads up on what category you’re leaning towards (appetizer, main dish, side, or dessert).
Can’t wait to party with you all and dig into some seriously delicious food!
Cheers,
[Your Name]
12. College Orientation
Subject: [College Name] Orientation – Dietary Info Needed
Dear Incoming [Mascot Name],
Welcome to [College Name]! We are excited to have you join our diverse and vibrant campus community. As we prepare for your orientation on [Date], we want to make sure that all your needs are met, including your dietary requirements.
During orientation, we will be providing meals and snacks to keep you fueled and focused. To help us cater to your needs, please reply to this email by [Deadline] with any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions, simply respond with “No restrictions.”
Your response will help our dining services team ensure that there are suitable options available for you throughout the orientation period.
We look forward to welcoming you to campus and helping you get acquainted with your new home away from home!
Best regards,
[Orientation Coordinator Name]
[College Name]
Orientation Team
13. Bridal Shower Brunch
Subject: 👰💍 [Bride’s Name]’s Bridal Shower Brunch – What’s Your Brunch Style? 🥂🥐
Hey there, gorgeous!
We’re counting down the days until [Bride’s Name]’s fabulous bridal shower brunch on [Date] at [Location]. It’s going to be a day filled with love, laughter, and of course, delicious food!
To make sure everyone’s taste buds are happy and no one’s left hangry, we wanted to check in about any dietary restrictions or preferences you might have. Are you gluten-free, dairy-free, vegetarian, or vegan? Do you have any allergies we should know about? Let us know, and we’ll make sure there are plenty of tasty options for you!
Just hit reply and give us the scoop on your dietary needs. If you’re a brunch-loving omnivore, feel free to say “Bring on the mimosas and eggs benny!”
Can’t wait to celebrate our beautiful bride-to-be with you!
Xoxo,
[Your Name]
Bridal Shower Squad
14. Cooking Class
Subject: [Cooking Class Name] – Help Us Cater to Your Culinary Needs
Hello, [Participant Name]!
We’re thrilled to have you joining us for the [Cooking Class Name] on [Date] at [Location]. As we prepare to whip up some culinary magic together, we want to ensure that our ingredients and recipes cater to your dietary needs and preferences.
To help us plan accordingly, please reply to this email by [Deadline] with any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions and are open to working with any ingredients, simply respond with “No restrictions.”
Your response will allow us to tailor the class to your needs and ensure that you have a delightful and delicious experience.
We can’t wait to cook up a storm with you!
Best regards,
[Instructor Name]
[Cooking Class Name]
Team
15. Networking Cocktail Party
Subject: 🍸 [Event Name] Networking Cocktail Party – What’s Your Sipping Style? 🍹
Hello, [Attendee Name]!
We’re excited to have you join us for the [Event Name] Networking Cocktail Party on [Date] at [Venue]. It’s going to be an evening filled with great conversations, new connections, and delightful drinks and appetizers!
As we finalize the catering menu, we wanted to check in with you about any dietary restrictions or preferences you may have. We want to ensure that everyone can enjoy the refreshments without any worries.
Just hit reply and let us know if you have any allergies if you follow a vegetarian, vegan, or gluten-free diet, or if there are any foods or ingredients you prefer to avoid. If you’re open to anything, feel free to say “I’m down for whatever!”
Looking forward to mixing and mingling with you!
Cheers,
[Your Name]
[Event Name]
Team
16. Company Holiday Party
Subject: 🎄 [Company Name] Holiday Party – Food for Thought 🍽️
Dear [Employee Name],
‘Tis the season to celebrate with our amazing team at the [Company Name] Holiday Party on [Date] at [Venue]! We’ve got a festive evening planned, complete with delicious food, drinks, and plenty of holiday cheer.
As we deck the halls and finalize the menu, we want to make sure we’re catering to everyone’s dietary needs and preferences. If you have any allergies, follow a specific diet (like vegetarian, vegan, or gluten-free), or have any other food-related requests, please let us know by replying to this email.
We want everyone to be able to enjoy the holiday spread without any concerns, so your input is important to us!
If you’re an omnivore and open to anything, feel free to respond with “Bring on the holiday feast!”
Looking forward to celebrating with you and spreading some holiday joy!
Best,
[Your Name]
[Company Name]
Holiday Party Committee
17. Nonprofit Fundraising Dinner
Subject: [Nonprofit Name] Fundraising Dinner – Help Us Cater to Your Needs
Dear [Supporter Name],
Thank you for your commitment to supporting [Nonprofit Name] by attending our annual fundraising dinner on [Date] at [Venue]. Your presence and generosity make a tremendous difference in our mission to [nonprofit’s mission].
As we prepare for this special evening, we want to ensure that the dining experience meets your individual needs and preferences. Our catering team is dedicated to providing a delightful meal that accommodates the dietary requirements of all our valued supporters.
To assist us in this effort, please reply to this email by [Deadline] with any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions, kindly respond with “No special requirements.”
Your prompt response will help us work closely with our catering staff to create a satisfying and inclusive dining experience for everyone.
We deeply appreciate your support and look forward to sharing an evening of inspiration and impact with you.
With gratitude,
[Your Name]
[Nonprofit Name]
Development Team
18. Baby Shower Luncheon
Subject: 👶 [Mom-to-Be’s Name]’s Baby Shower Luncheon – What’s Your Lunch Bunch? 🍼🥪
Hello, baby shower crew!
We can’t wait to celebrate [Mom-to-Be’s Name] and her little bundle of joy at the baby shower luncheon on [Date] at [Location]. It’s going to be an afternoon filled with love, laughter, and plenty of delicious food!
As we plan the menu, we want to make sure everyone’s dietary needs and preferences are taken care of. If you have any allergies, follow a specific diet (like vegetarian, vegan, or gluten-free), or have any other food-related requests, please let us know by replying to this email.
We want everyone to be able to enjoy the tasty spread and focus on showering our mom-to-be with love and well wishes!
If you’re open to anything and everything, feel free to respond with “I’m ready to lunch and munch!”
Can’t wait to see you all and celebrate this special milestone together!
Hugs,
[Your Name]
Baby Shower Planning Squad
19. Sports Team Banquet
Subject: 🏆 [Team Name] End-of-Season Banquet – Fuel Your Feedback 🍽️
Hey, [Team Name] superstars!
What an incredible season it’s been! We’re excited to celebrate all your hard work and achievements at the end-of-season banquet on [Date] at [Venue]. Get ready for a night of great food, awards, and reliving all the epic moments from this year.
As we plan the victory feast, we want to make sure we’re fueling everyone’s needs and preferences. If you have any dietary restrictions, allergies, or specific requests, please let us know by replying to this email.
Whether you’re gluten-free, vegetarian, vegan, or have any other food requirements, we want to make sure you can enjoy the celebration without any worries.
If you’re a foodie MVP and open to anything, feel free to respond with “I’m ready to feast like a champion!”
Can’t wait to celebrate with you all and relive the glory of this unforgettable season!
Cheers,
[Your Name]
[Team Name]
Coaching Staff
20. Alumni Reunion Weekend
Subject: 🎓 [School Name] Alumni Reunion Weekend – Help Us Cater to Your Needs 🍽️
Dear [Alumnus/a Name],
We’re thrilled to have you joining us for the [School Name] Alumni Reunion Weekend from [Start Date] to [End Date]! It’s going to be a weekend filled with nostalgia, reconnecting with old friends, and making new memories.
As we plan the various meals and events throughout the weekend, we want to ensure that we accommodate your dietary needs and preferences. Our catering team is committed to providing delicious and inclusive options for all our alumni.
To help us prepare, please reply to this email by [Deadline] with any of the following:
– Food allergies or intolerances
– Religious dietary restrictions
– Vegetarian, vegan, or plant-based preferences
– Any other specific dietary needs or requests
If you have no dietary restrictions, kindly respond with “No special requirements.”
Your timely response will allow us to work hand in hand with our catering staff to create a satisfying and enjoyable dining experience for you throughout the reunion weekend.
We can’t wait to welcome you back to campus and celebrate our shared [School Name] pride!
Best regards,
[Your Name]
[School Name]
Alumni Relations Team
Wrapping Up: Dietary Considerations Matter
Asking your guests about their dietary restrictions is a crucial step in planning any event that involves food.
By sending a thoughtful and well-crafted email, you show your guests that you care about their needs and want to ensure they have a positive experience at your event.
Remember, the key is to be clear, concise, and respectful in your wording.
Give your guests plenty of time to respond and make it easy for them to provide the necessary information.
By doing so, you’ll be able to work with your catering team to create a delicious and inclusive menu that everyone can enjoy.
With these 20 sample emails as your guide, you’re well on your way to hosting an event that not only satisfies appetites but also makes every guest feel valued and cared for.
Happy planning!