Reply to a Negative Review Notification
Draft a calm, helpful public response.
The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.
Draft a public reply to a negative online review. The review text and rating: [PASTE_REVIEW]. What actually happened (our records, with privacy in mind): [FACTS]. What we can offer: [OFFER]. Platform: [PLATFORM]. Brand voice: [VOICE]. What I must not disclose (customer privacy): [PRIVACY_LIMITS].
Write three replies of 60 to 110 words:
1. When the complaint is valid: thank them, apologize specifically, state the fix, invite them to contact a named person.
2. When part is inaccurate: stay polite, give a neutral factual correction without exposing private details, and invite further discussion offline.
3. When we cannot identify the customer or the review seems fake: reply neutrally ("We could not find a record under this name; please contact us so we can look into it"), and explain how to report a suspected fake review to the platform.
Rules: never argue, never blame, never reveal personal information, never offer incentives in exchange for removal [VERIFY platform rules], and respond within 48 hours. Add a private follow-up message template, an escalation rule for threats or defamation (consult a professional), and a monthly review of recurring themes. The reply is for the public audience as much as for the reviewer.
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Optional: type your details and the prompt above updates. Nothing is saved or sent.
Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.
See an example result (fictional data)
Valid complaint (about 80 words): "Thank you for the feedback, Jess, and I'm sorry. Your order arrived two days late and the box was damaged. That isn't our standard. Our manager, Sam, will contact you today to put it right. You can also email us at care@example.com." Part inaccurate: "We're sorry you had a poor experience. Our records show the order shipped on the 3rd, as promised, but we'd like to understand more. Please contact us so we can look into it." Cannot identify: neutral reply plus how to report a suspected fake review to the platform.
Illustrative only, made-up data. Your results will differ and must be reviewed.