Turning away business might seem bad for sales, but how you say “no” can actually build stronger customer relationships. When your calendar fills up, a thoughtfully written email helps customers feel valued—even when you can’t fit them in right now.
The best booking rejection emails balance honesty with helpfulness. They respect the customer’s request while offering clear alternatives. A well-crafted response can turn a scheduling conflict into an opportunity to show your professionalism and customer care.
“Unfortunately We Are Fully Booked” Email Samples
These email samples will help you tell customers you’re full while still making them feel valued.
1. Simple Restaurant Booking Decline
Subject: Your Reservation Request for [Date]
Dear [Customer Name],
Thank you for your interest in dining with us at [Restaurant Name].
We greatly value your request to book a table for [number of guests] on [date and time]. However, we are fully booked for that particular date and time slot.
Would you like to join us on [alternative date/time]? We still have a few tables available then. Or perhaps you might prefer [different time] on the same day?
Please let us know what works best for you, and we’ll be happy to update your reservation.
Thank you for your understanding.
Kind regards,
[Your Name]
[Position]
[Restaurant Name]
[Contact Information]
2. Hotel Stay Rejection with Alternatives
Subject: About Your Accommodation Request for [Dates]
Dear [Guest Name],
We hope this email finds you well. Thank you for choosing [Hotel Name] for your stay in [Location].
We have received your booking request for [dates]. After checking our system, we must tell you that we are completely booked during those dates due to [reason if appropriate, e.g., “a local festival”].
We hate to miss the chance to host you. May we suggest the following options:
– Stay with us on [alternative dates] when we have rooms available
– Try our sister property [Name] located just [distance] away
– Join our waiting list, as we sometimes get cancellations
Let us know if any of these options might work for you. We’re ready to help make your trip to [Location] wonderful, even if we can’t host you on your first-choice dates.
Thank you for your interest in our hotel.
Warm regards,
[Your Name]
[Position]
[Hotel Name]
[Phone Number]
[Email Address]
3. Hairstylist Appointment Decline
Subject: Your Haircut Appointment Request
Hi [Client Name],
Thanks for trying to book an appointment with me for [requested date and time].
My schedule for that day is now full. As your regular stylist, I want to give your hair the time and attention it deserves.
I have openings on: – [Date and time option 1] – [Date and time option 2] – [Date and time option 3]
If you need an appointment urgently, my talented colleague [Colleague Name] has some spots available this week.
Just reply to this email or call the salon at [phone number] to grab one of these slots.
Thanks for being such a great client!
Best,
[Your Name]
[Salon Name]
[Phone Number]
[Social Media Handles]
4. Spa Treatment Fully Booked Response
Subject: Your Spa Treatment Request at [Spa Name]
Dear [Client Name],
Thank you for your interest in booking a [type of treatment] with us on [requested date].
All our treatment rooms are booked for that date. Our therapists have a full schedule due to our seasonal [name of special] package being very popular right now.
We’d love to pamper you on a different day. We have availability for your requested treatment on:
– [Alternative date/time 1] – [Alternative date/time 2]
As a token of our appreciation for your flexibility, we’d like to offer you a complimentary [small add-on service] with your rescheduled treatment.
Please let us know if any of these times work for you, or if you’d prefer to look at dates further out.
Looking forward to helping you relax and refresh soon.
Warm wishes,
[Your Name]
[Position]
[Spa Name]
[Contact Details]
5. Professional Service Provider Decline
Subject: Regarding Your Request for [Service] on [Date]
Dear [Client Name],
Thank you for reaching out about booking our [type of service] on [requested date].
Due to high demand, our schedule for that date is completely full. Our team is currently handling several projects with tight deadlines.
We value quality over quantity and want to give each client our full attention.
We can offer you:
– A spot on [alternative date], which is our next available opening – A place on our waitlist for [requested date] in case of cancellations – A referral to another trusted professional in our network
Please let us know how you’d like to proceed.
Thank you for your interest in our services.
Best regards,
[Your Name]
[Title]
[Company Name]
[Phone and Email]
[Company Website]
6. Wedding Venue Unavailability Notice
Subject: Your Wedding Date Inquiry at [Venue Name]
Dear [Couple’s Names],
Thank you for your interest in hosting your special day at [Venue Name]. Congratulations on your engagement!
After checking our booking calendar, we regret to tell you that we are fully booked on [requested date]. Many couples chose that date for their celebrations, and all our spaces are now reserved.
Your wedding day deserves the perfect setting. We have a few Saturday openings in [alternative month] and several Friday and Sunday dates still available in [requested month].
Would you like to schedule a tour to see our venue and discuss these alternative dates? We’d love to show you around and help you find the perfect date for your celebration.
Wishing you all the best with your wedding plans.
Sincerely,
[Your Name]
[Position]
[Venue Name]
[Contact Information]
[Website/Social Media]
7. Contractor Schedule Full Response
Subject: Re: Home Renovation Project Timeline
Dear [Client Name],
Thank you for reaching out about your [type of project] and for considering our company.
After reviewing our current projects and commitments, we cannot take on your project during [requested timeframe]. Our team is fully booked with ongoing renovations that require our complete attention.
Quality craftsmanship takes time, and we never rush our projects or overcommit our team.
We could start your project in [alternative timeframe], about [X] weeks from your requested date. If this timing works for you, we’d be happy to schedule a consultation to discuss your plans in detail.
If you need work done sooner, I can suggest some trusted colleagues who might have availability.
Thank you for your understanding.
Regards,
[Your Name]
[Company Name]
[License Number if applicable]
[Phone Number]
[Email Address]
8. Photographer Booking Decline
Subject: Your Photography Session Request for [Date]
Hello [Client Name],
Thank you so much for your interest in booking a [type of] photography session on [requested date].
I’m so sorry, but my schedule for that date is completely filled with other client sessions. As a solo photographer, I limit the number of shoots each day to make sure everyone gets my best work.
I’d love to capture these special moments for you on a different date. I have openings on:
– [Date option 1] at [time] – [Date option 2] at [time] – [Date option 3] at [time]
If these dates don’t work for you, please share some other dates you might be available, and I’ll check my calendar.
I hope we can find a time that works for both of us!
Thanks for your understanding,
[Your Name]
[Photography Business Name]
[Website/Portfolio Link]
[Social Media Handles]
9. Medical Practice Appointment Response
Subject: Your Appointment Request at [Practice Name]
Dear [Patient Name],
Thank you for trying to schedule an appointment on [requested date].
Our appointment book for that day is now full. Dr. [Name] has a full patient load and wants to give each person the care and attention they need.
We can offer you these alternative appointment times:
– [Date and time option 1] with Dr. [Name] – [Date and time option 2] with Dr. [Name] – [Date and time option 3] with Dr. [Colleague’s Name], who has similar expertise
If none of these work for you, please call our office at [phone number], and our staff can look for other options or add you to our cancellation list.
If this is urgent, please let us know, and we will try to fit you in sooner.
Thank you for choosing our practice for your healthcare needs.
Regards,
[Your Name]
[Position]
[Practice Name]
[Phone Number]
10. Event Space Booking Decline
Subject: Your Event Space Inquiry for [Date]
Dear [Client Name],
Thank you for your interest in hosting your [type of event] at [Venue Name] on [requested date].
After checking our booking calendar, that date is fully reserved for another event. We book our space on a first-come, first-served basis, and another client confirmed that date earlier.
We’d still love to host your event! These dates are currently available:
– [Alternative date 1] – [Alternative date 2] – [Alternative date 3]
All these dates would allow us to provide the same level of service and amenities you requested.
Please let me know if any of these alternatives might work for your event, or if you’d like to discuss dates further in the future.
Thank you for considering our venue.
Best regards,
[Your Name]
[Position]
[Venue Name]
[Contact Details]
11. Vacation Rental Unavailability
Subject: About Your Booking Request for [Property Name]
Dear [Guest Name],
Thank you for your interest in staying at our [property type] for your upcoming trip to [location].
We’ve checked our booking calendar, and unfortunately, the property is already reserved for the dates you requested [specific dates]. We hate to miss the chance to host you during your visit.
Would any of these options work for your travel plans?
– Adjust your travel dates to [alternative dates] when the property is available – Check out our other property nearby, [Property Name], which is still available for your dates – Join our cancellation list for your original dates
Our area has so much to offer, and we’d love to help make your trip special. Let us know how we can help.
Thank you,
[Your Name]
[Property Name/Management Company]
[Contact Information]
[Booking Website]
12. Tour Company Fully Booked Response
Subject: Your [Tour Name] Booking Request
Hello [Customer Name],
Thank you for your interest in our [name of tour] on [requested date].
We’re sorry to tell you that the tour you selected is fully booked on that date. Our tours are limited to [number] participants to make sure everyone has a great experience.
Good news! We have spots available on these upcoming tours:
– Same tour on [alternative date 1] – Same tour on [alternative date 2] – Our [related tour name] on [date], which covers many similar highlights
Would any of these work for your schedule? We can hold a spot for you for 24 hours while you decide.
Let us know your thoughts, and we’ll help you plan an amazing experience.
Happy travels,
[Your Name]
[Position]
[Tour Company]
[Phone Number]
[Email]
13. Business Consultation Decline
Subject: Regarding Your Consultation Request
Dear [Client Name],
Thank you for reaching out about booking a business consultation session on [requested date/time].
My consultation calendar for that time period is completely booked with prior client commitments. As I give each client my full attention during our sessions, I cannot add any more appointments on that day.
I’d still very much like to work with you. I have availability on:
– [Date and time option 1] – [Date and time option 2] – [Date and time option 3]
If none of these times suit your schedule, please suggest a few times that work for you in the coming weeks, and I’ll check my availability.
Thank you for your interest in my services. I look forward to helping you with [brief mention of their business need].
Best regards,
[Your Name]
[Business Name]
[Professional Credentials]
[Contact Information]
14. Class or Workshop Full Notification
Subject: About Your Registration for [Class/Workshop Name]
Dear [Participant Name],
Thank you for your interest in our upcoming [class/workshop name] on [date].
We’ve had an overwhelming response to this session, and all spots are now filled. We limit class size to [number] participants to make sure everyone gets personal attention and the best learning experience.
We don’t want you to miss out on this opportunity to learn about [topic]. Here are some options for you:
– Sign up for our next session on [future date] – Join our waitlist for the current session in case of cancellations – Check out our related workshop on [related topic] on [date]
Please let us know how you’d like to proceed, and we’ll get you set up right away.
Thank you for your interest in our programs.
Warm regards,
[Your Name]
[Position]
[Organization Name]
[Contact Information]
15. Personal Trainer Schedule Full
Subject: Your Training Session Request
Hi [Client Name],
Thanks for trying to book a training session on [requested date/time].
My training schedule for that time slot is already filled with existing client appointments. As your trainer, I want to give you my full energy and attention during our sessions.
Here are some other times I could work with you:
– [Day], [Date] at [Time] – [Day], [Date] at [Time] – [Day], [Date] at [Time]
If you need that specific day, my colleague [Trainer Name] has some availability and shares a similar training style.
Let me know what works best for you, and we’ll get your session locked in.
Stay strong,
[Your Name]
[Certification/Credentials]
[Gym/Studio Affiliation]
[Phone Number]
[Email Address]
Wrap-up: Fully Booked Email Tips
Telling customers you can’t fit them in doesn’t have to end the relationship. The right email shows you value their request while giving clear alternatives. These templates save you time while keeping doors open for future business.
The best fully booked emails share a few key traits. They thank the customer for their interest, clearly state you’re booked, offer reasonable alternatives, and maintain a friendly tone. With these samples as starting points, you can craft responses that turn today’s “no” into tomorrow’s loyal customer.