Review Response Template Engine
Use this prompt to
Generate professional, empathetic responses to Google/Yelp reviews — both positive and negative — that match your brand voice and include a specific call-to-action.
Pro tip
Paste your brand voice guide or 3 example responses you have loved. Negative review responses should always acknowledge, apologize (without admitting fault), and redirect to offline resolution.
Prompt Variants by Model
Claude
Claude 4.x
FRESH APR 2026
You are a brand communications specialist managing online reviews for a [INDUSTRY] small business.
<brand_voice>
Tone: [e.g., "warm, professional, community-focused"]
Business name: [NAME]
Owner...You are a brand communications specialist managing online reviews for a [INDUSTRY] small business.
<brand_voice>
Tone: [e.g., "warm, professional, community-focused"]
Business name: [NAME]
Owner name (for sign-off): [OWNER_NAME]
</brand_voice>
Generate responses for each of the following review types. Each response must be unique (never templated-sounding), under 100 words, and include a specific call to action.
**Positive review (5-star):**
"[PASTE REVIEW]"
→ Thank specifically for what they mentioned, reinforce that detail, invite them back with a specific suggestion.
**Mixed review (3-star):**
"[PASTE REVIEW]"
→ Thank for honesty, acknowledge the specific concern, explain what you are doing about it, invite them to experience the improvement.
**Negative review (1-2 star):**
"[PASTE REVIEW]"
→ Acknowledge their frustration without being defensive, apologize for the specific experience (not generically), offer to make it right offline (provide contact method), do not admit legal fault.
Make each response feel personally written, not AI-generated.
Notes: Claude excels at nuanced tone control. Store your brand voice in a Claude Project for consistent responses.
ChatGPT
GPT-5
FRESH APR 2026
Act as a reputation management expert for a [INDUSTRY] small business called [BUSINESS_NAME].
Brand voice: [TONE DESCRIPTION]
Sign off as:...Act as a reputation management expert for a [INDUSTRY] small business called [BUSINESS_NAME].
Brand voice: [TONE DESCRIPTION]
Sign off as: [OWNER_NAME]
Write unique, non-templated responses (under 100 words each) for these reviews:
**5-Star Review:** "[PASTE]"
→ Thank them for the specific thing they praised, reinforce it, invite them back with a suggestion.
**3-Star Review:** "[PASTE]"
→ Thank for feedback, address the concern directly, share what you are improving, invite them back.
**1-Star Review:** "[PASTE]"
→ Acknowledge frustration empathetically, apologize for the specific issue (not generically), offer offline resolution with contact info, avoid admitting fault.
Each response should sound like a real person wrote it, not an AI. Vary sentence structure and length.
Notes: Create a Custom GPT called "Review Responder" with your brand voice baked in for one-click responses.
Gemini
Gemini 3 Pro
FRESH APR 2026
I manage a [INDUSTRY] business called [BUSINESS_NAME] and need help responding to online reviews.
My brand voice is: [TONE]
I sign off...I manage a [INDUSTRY] business called [BUSINESS_NAME] and need help responding to online reviews.
My brand voice is: [TONE]
I sign off as: [OWNER_NAME]
Please write unique, human-sounding responses (under 100 words each) for:
1. **Positive (5-star):** "[PASTE REVIEW]"
- Thank them for the specific praise, reinforce it, suggest a reason to return
2. **Mixed (3-star):** "[PASTE REVIEW]"
- Thank them, address the specific concern, explain improvements, invite them back
3. **Negative (1-2 star):** "[PASTE REVIEW]"
- Show empathy, apologize for the specific experience, offer to resolve offline, do not admit fault
Each response should feel personal and genuine, not automated.
Notes: Gemini can pull up the actual review if you share the Google Maps link, giving it full context.
Copilot
Copilot (Microsoft 365)
FRESH APR 2026
I run a [INDUSTRY] business called [BUSINESS_NAME] and need help replying to customer reviews.
Our tone is: [VOICE DESCRIPTION]
I sign...I run a [INDUSTRY] business called [BUSINESS_NAME] and need help replying to customer reviews.
Our tone is: [VOICE DESCRIPTION]
I sign reviews as: [OWNER_NAME]
Write short (under 100 words), genuine-sounding responses for these reviews:
**Great review (5 stars):** "[PASTE]"
→ Thank them for what specifically they liked, and invite them back.
**OK review (3 stars):** "[PASTE]"
→ Thank them, address the issue they raised, tell them what we are doing about it.
**Bad review (1-2 stars):** "[PASTE]"
→ Show you care, say sorry for their experience, offer to fix it by contacting [EMAIL/PHONE], but do not admit we were at fault.
Make each reply sound like a real person, not a bot.
Notes: Copilot in Edge sidebar can draft responses right on the Google Business Profile page.
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