Simply asking guests to "Please tell us your preferences" can lead to cancellations and risks for the kitchen.
The key is to clearly differentiate between medical allergies and dietary preferences (like vegetarianism) and to specify declaration deadlines along with what the kitchen can and cannot guarantee in English.
Why Ambiguous English Can Lead to Cancellations
Guests are concerned about whether their needs can truly be accommodated. If you leave uncertainties about what cannot be guaranteed, it often leads to either misunderstandings or cancellations.
Allergies vs Preferences
- Medical allergy / intolerance
- Preference (vegetarian, vegan, religious)
It’s important to keep these categories distinct.
Policy Template (Adjust as Needed)
Please inform us of any food allergies at least X days before your arrival.
We can accommodate [list]. However, we cannot guarantee a completely allergen-free kitchen.
Preferences (such as vegetarian) are based on requests and must be confirmed in writing.
Form/Email Operations
Input fields during booking → Kitchen confirmation → Written confirmation in English. Avoid relying solely on verbal communication.
Placement
Include this information on the dining page, FAQ section, and in reservation confirmation emails. Ensure consistency throughout the website.
Next Steps
If you want to assess your international readiness beyond just dining, consider the free HAKO Scan.
Studio HAKO — Japan, ready for the world.