Email Marketing for Restaurants: 8 Templates to Bring Back Guests

Is your inbox overflowing with marketing emails? Guess what—your customers’ inboxes likely are too! The key to standing out as a restaurant is delivering engaging, valuable, and timely content that resonates with your diners. In fact, email remains one of the highest-ROI marketing channels for restaurants—especially when integrated with loyalty programs and direct online ordering.

Ready to fill those tables (and online carts)? Here are 8 proven email templates you can use to bring hungry customers back for more.

1. The “Welcome to the Family” Email

When to Send:

As soon as someone signs up for your mailing list—maybe they’ve just placed an online order, booked a reservation, or joined your loyalty program.

What to Include:

• Warm Introduction: A brief welcome message that expresses genuine appreciation.
• Key Restaurant Highlights: Your most popular dishes, any house specials, and a quick mention of unique features (like your commission-free delivery).
• Offer/Incentive: A small discount or free appetizer to encourage that first (or next) visit.

Subject Line Example: “Welcome to Our Ohana—Here’s a Little Treat to Get You Started!”

2. The “Birthday or Anniversary” Special

When to Send:

A few days before a guest’s birthday or loyalty anniversary.

What to Include:

• Personalized Greeting: Use their name and refer to the specific occasion.
• Exclusive Reward: Offer a free dessert, complimentary drink, or a special discount.
• Clear CTA: Make sure it’s easy for them to redeem the offer—link to your direct online ordering or reservation page.

Subject Line Example: “Happy Birthday, [Name]! Celebrate with a Free Dessert on Us”

3. The “We Miss You” Re-Engagement Email

When to Send:

If a customer hasn’t visited or ordered in the last 30–60 days (depending on your average repeat rate).

What to Include:

• Friendly Tone: Acknowledge you haven’t seen them in a while and you’d love to serve them again.
• Enticing Offer: A discount or loyalty point boost for returning soon.
• Easy Redemption: Make clicking through to your online ordering page or reservation link a no-brainer.

Subject Line Example: “It’s Been a While—Come Back for a Special Welcome”

4. The “New Menu Launch” Announcement

When to Send:

Whenever you introduce seasonal items or make a significant change to your menu.

What to Include:

• Highlight Signature Dishes: Tease photos or short descriptions of the most exciting new items.
• Storytelling Angle: If you use local ingredients or have a chef’s story behind each dish, share it!
• Direct Ordering Link: Point diners to your website so they can order that new dish right away.

Subject Line Example: “Our Fall Menu Is Here—Pumpkin Spice & Everything Nice!”

5. The “Chef’s Special” or Limited-Time Offer

When to Send:

Periodically—especially during off-peak times when you need to boost business (like Tuesday evenings).

What to Include:

• Mouthwatering Visuals: A tantalizing photo of the limited-time dish or drink special.
• Short Availability Window: Create urgency by stating it’s only available for a few days or until ingredients run out.
• One-Click Ordering: Link directly to the item on your online ordering page.

Subject Line Example: “Chef’s Secret Special—Available This Weekend Only!”

6. The “Holiday or Event” Invite

When to Send:

A week or two before a major holiday (Valentine’s Day, Mother’s Day, etc.) or a special event at your restaurant (live music, themed dinners).

What to Include:

• Timely Hook: Mention how your restaurant plans to celebrate the occasion (special prix fixe menu, wine pairing event, etc.).
• Reservation Reminder: Encourage diners to book early, especially for high-demand holidays.
• Personal Touch: If you have a loyalty program, let members redeem points for event perks.

Subject Line Example: “Celebrate Valentine’s Day at [Your Restaurant]—Reserve Your Table Now”

7. The “Loyalty Points Update” Email

When to Send:

Monthly or after each order, showing them the new points balance. This fosters excitement about how close they are to a reward.

What to Include:

• Current Points Balance: Let them see what they’ve earned.
• Next Reward Milestone: Show them exactly how many points or visits they need to claim a free appetizer or entrée.
• Call-to-Action: Encourage them to order online or visit in person to rack up more points.

Subject Line Example: “You’re 10 Points Away from a Free Entrée—Keep Going!”

8. The “Community Spotlight” or Story Email

When to Send:

Whenever you have a heartwarming story or community partnership to share—maybe you’re featuring local farms, partnering with a charity, or highlighting your staff.

What to Include:

• Human Angle: A short, heartfelt narrative about your people, your values, or your community efforts.
• Inviting Readers to Participate: If you’re hosting a fundraiser or collecting donations, include details on how they can get involved.
• Subtle Menu Mention: While the focus is on community or staff, don’t forget to link to your website or ordering page for convenience.

Subject Line Example: “Meet Our Head Chef—And Discover Why We Source Local”

Maximize Results with an Integrated Platform

Creating these email campaigns is just the beginning. To truly bring back guests and grow your profits, you’ll want a system that captures customer data, segments your audience, and automates your send times for maximum impact.

How Ohana Makes Email Marketing Easy

1. Built-In Email Marketing Tools
   Craft and schedule targeted campaigns right from your Ohana dashboard—no need to juggle external services.
2. Loyalty Program Integration
   Automate milestone emails, “points update” messages, and special offers for your VIPs.
3. Commission-Free Online Ordering
   Embed direct links in your emails so customers can order in just a few clicks, letting you track which campaigns drive the most revenue.
4. Hands-On Support
   Not sure how to write an engaging email subject line or when to send your next campaign? Our team is here to guide you every step of the way—like family.

Tips for Writing Effective Restaurant Emails

• Keep It Short & Sweet: Your diners are busy; get straight to the point with appealing visuals and clear CTAs.
• Use Descriptive Subject Lines: Stand out in crowded inboxes by mentioning the main benefit or offer.
• Segment Your Audience: Not all customers are interested in the same thing. Group customers by preference or behavior for better results.
• Include High-Quality Images: Showcase your menu items in their best light—good visuals can significantly boost click-through rates.
• Test & Optimize: Try different send times (morning vs. afternoon) and subject lines to see what resonates best.

Turn Readers into Diners

Email marketing is one of the simplest, most cost-effective ways to drive repeat business—if you do it right. By combining the 8 essential templates above with a strategic approach to targeting and timing, you’ll stay top-of-mind for your customers and keep them coming back for more.

Ready to supercharge your email marketing?
Ohana’s all-in-one platform includes email marketing, a loyalty program, and commission-free online ordering, all under month-to-month plans with zero hidden fees. Because at Ohana, your restaurant’s success is our success—that’s what family is all about.

Get Started Today

Don’t let your email list go to waste. Contact Ohana to learn how we can help you set up automated campaigns, design gorgeous templates, and grow your repeat business—no long-term contracts required. Let’s make every inbox a gateway to your dining room!

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