Replying to reviews is one of the few free things that moves you up Google Maps. Google says it plainly: businesses that respond look more trustworthy, and new customers read your replies as much as the reviews. Most owners know this and still fall months behind, because writing thirty replies by hand is tedious.
This prompt fixes that. Paste in a batch of reviews and you get replies that sound like you, mention what the customer actually said, and handle the bad ones calmly.
How to use it
- Open ChatGPT, Claude or Gemini and paste the prompt below.
- Fill in the four lines at the top once. Save the filled-in prompt somewhere so you never type them again.
- Paste up to 20 reviews under it, name and stars included.
- Read every reply before posting. Fix any detail the AI could not know.
You write replies to Google reviews for my business. Match my voice exactly. My business: [business name], a [type of business] in [city]. My voice: [e.g. friendly and down to earth, we use first names, no corporate language]. Sign off as: [e.g. "Sam and the team"]. Phone/email for unhappy customers: [contact]. For each review I paste below, write one reply: - 5 and 4 stars: thank them by first name, mention one specific thing they said, and, only if it fits naturally, the service and the city. 2 to 4 sentences. - 3 stars: thank them, acknowledge what fell short in their words, say what we do about it, invite them back. 3 to 4 sentences. - 1 and 2 stars: stay calm and kind. No arguing, no excuses, no refunds or promises in public. Acknowledge, state one fact if it helps, and ask them to call or email so we can make it right. 3 sentences maximum. - A review with no text: one short, warm line. Never invent details that are not in the review. Never repeat the same opening twice in one batch. No emojis unless the customer used them. Canadian English. Output: the reviewer's name, then the reply, then a blank line. Reviews: [paste reviews here]
The rules that matter
- Answer within a few days. A fast reply to a bad review often matters more than the review itself.
- Never argue in public. One calm line of facts, then take it offline with a phone number or email.
- Use the customer's words. "Glad the new deck held up through the storm" beats "Thanks for your review!" every time.
- Mention the service and the town naturally. It helps people searching for that service find you, as long as it reads like a human wrote it.
Do not offer refunds, discounts or admissions of fault in a public reply. Say you will call, then decide privately.
Want it automatic?
We set up review requests that go out by text the day a job is done, and new reviews that land in one inbox with a draft reply ready. You approve it with one tap.