15+ Useful Destructive Evaluate Responses To Use [Real Examples]

How to Respond to Negative Reviews as a Business Owner (Free Templates)

On the subject of buyer critiques, embracing the great, the unhealthy, and the ugly is crucial.

Whereas everybody loves a five-star evaluate, it could be tempting to brush the occasional one-star ranking below the rug — what’s one sad buyer, in spite of everything?

Anticipating unfavorable critiques, and responding once you get them, must be a pillar of your repute administration technique.

A staggering 77% of shoppers view manufacturers extra favorably1 in the event that they reply to and act on buyer suggestions, together with on-line critiques. 

This information will spherical up the highest methods for responding successfully on evaluate websites. We’ll additionally embrace unfavorable evaluate response templates you possibly can copy and revise to fit your enterprise wants.

A Dangerous Evaluate is Dangerous for Enterprise (Generally)

Whereas solely 6% of shoppers have left a unfavorable evaluate up to now 12 months, a single unfavorable evaluate can value your online business’s backside line. 

On the flip facet, companies can create a silver lining to unfavorable on-line critiques by means of considerate responses. 

Right here’s an instance of a enterprise that pushed again towards a foul evaluate and received.

Meet Geraldine Hernandez, CEO and co-founder of Savory Crust Connoisseur Empanadas. At some point in 2019, she obtained a dreaded one-star Yelp evaluate from a buyer claiming they received meals poisoning from her restaurant.

Many enterprise homeowners are conversant in what occurred subsequent. Regardless of a pristine on-line repute, Yelp refused to take down the shopper evaluate. Relatively than acquiesce to a drive-by pretend evaluate, Hernandez explored her choices.

It didn’t take a lot sleuthing to seek out that the reviewer who posted the evaluate had beforehand talked about she had a medical situation (IBD) in different Google critiques, which may trigger some discomfort with sure meals. Regardless of her earnest makes an attempt to succeed in the shopper, she took a distinct tact.

Response to a Bad Customer Review - Savory Crust
An excerpt of the enterprise’s response to the unhealthy evaluate.

With a loyal following, Hernandez made her case within the court docket of public opinion. She shared her findings, proudly explaining they by no means had such crucial critiques, and even boasted a flawless inspection from the native well being division. After which she went even additional.

Relatively than being upset, she donated a portion of her income to the Crohn’s & Colitis Basis on behalf of the disgruntled buyer. As well as, she inspired her viewers to donate as effectively, together with a particular provide for anybody to redeem on their subsequent go to. The put up garnered practically 400 reactions and 300 feedback.

TLDR: As a enterprise proprietor, you don’t should be the sufferer of a foul evaluate. You need to do your finest to watch and reply to unfavorable suggestions providing help to prospects in want. But when all else fails, create a advertising alternative to inform your facet of the story.

Evaluate Response Technique Information

Coping with a one-star evaluate? Right here’s a cheat sheet for an efficient response technique. 

Sort of Evaluate Technique for Responding
Services or products high quality Apologize and provide a decision or refund. Examine the basis reason for the difficulty and take steps to stop it from occurring once more. Take into account providing compensation or incentives for future purchases.
Customer support Reply promptly and empathetically. Acknowledge the shopper’s frustration and apologize for the inconvenience. Present a transparent rationalization of what went fallacious and the way the difficulty will likely be resolved. Take into account providing a reduction or free service to compensate for the poor expertise.
Billing and pricing Pay attention fastidiously to the shopper’s considerations and examine the difficulty. Present a transparent and clear rationalization of the fees or charges in query. If an error has been made, provide a refund or credit score. Take into account reviewing and updating billing and pricing insurance policies to stop comparable points sooner or later.
Delivery and supply Reply promptly and supply common updates on the order standing. If there’s a delay or concern with the supply, apologize and provide a decision, resembling expedited delivery or a refund. Take into account providing a reduction or coupon code for future purchases to compensate for the inconvenience.
Firm insurance policies Look at the shopper evaluate to find out if this was an remoted incident or pertains to precise insurance policies from the corporate. Acknowledge the shopper’s perspective and advocate you communicate to them to debate it additional. If acceptable, point out that you simply thought of their suggestions as you evaluate and replace your organization insurance policies.
Cancellation points Evaluate the shopper criticism and decide if this was a human error or if the shopper was annoyed by an sudden cost. Strategy their concern with empathy. Search to grasp the state of affairs earlier than pointing them to your billing insurance policies.
Lengthy maintain instances Ready on maintain is rarely enjoyable. Check out the shopper evaluate and decide if this can be a one-time incident or a rising sample in different on-line critiques. You may must revamp your on-hold music to let individuals know the anticipated wait time and provide a callback possibility. In any other case, you possibly can reply to the evaluate by being cordial and provide to name them immediately at a time that works. Comply with up to make sure their major concern has been resolved.
Technical points Reply promptly and supply common updates on the difficulty’s standing. Present clear directions or troubleshooting steps to assist the shopper resolve the difficulty. Take into account providing a refund or credit score if the difficulty can’t be resolved.
Advertising and marketing and promoting Apologize and handle the shopper suggestions immediately. Present a transparent and clear rationalization of any discrepancies or misunderstandings. Evaluate and replace advertising and promoting requirements to make sure accuracy and keep away from deceptive or false claims.
Contract disputes Be strategic in the way you reply so that you don’t land in a authorized mess. Generally, somebody merely needs to be heard on the highest stage. Search to grasp the impression of a contractual concern. Reply with empathy and understanding — and make it proper. Supply your direct telephone quantity for future considerations.
Environmental considerations Acknowledge the shopper’s considerations and supply a transparent easy rationalization of environmental insurance policies or initiatives. If possible, take into account addressing the difficulty, resembling implementing sustainable practices or decreasing waste.
Moral or social accountability Restate the primary concern with out admitting fault or assigning blame. Advise that you’ll look into the state of affairs and take into account the web reviewer’s suggestions.
Accessibility and inclusivity Evaluate the shopper’s considerations and briefly summarize your accessibility or inclusivity insurance policies. If acceptable, point out your efforts to enhance accessibility or inclusivity, resembling translation companies or offering lodging for patrons with disabilities.
Total expertise Look at the shopper evaluate and attempt to get to the basis concern. Relatively than addressing every level, deal with the obvious concern. Then observe up with a optimistic aspect they shared of their evaluate. Lastly, conclude with a suggestion to speak it by means of over the telephone.
Web site or app usability Hearken to the shopper’s suggestions and take steps to enhance web site or app performance. Reply promptly to technical points or errors. Take into account providing tutorials or assist assets to assist prospects navigate the location or app.
Personalization and customization Hearken to the shopper’s preferences and wishes and supply customized suggestions or options. Take into account providing customization choices or customized experiences to satisfy the shopper’s expectations.

Evaluate Response Templates for Destructive Opinions 

Listed below are some efficient unfavorable evaluate response examples that you should utilize to deal with crucial buyer critiques for widespread conditions. Some templates you possibly can immediately copy and paste, and others you could wish to personalize based mostly on the precise circumstances of the evaluate. 

Beneath every template, we’ll provide some suggestions for the subsequent steps you possibly can take to resolve the state of affairs. Deal with these as versatile pointers fairly than hard-and-fast guidelines. 

Tip: Bookmark this web page and are available again the subsequent time you get a unfavorable on-line evaluate.

1. Product or Service High quality 


We’re actually sorry to listen to that the clothes you obtained didn’t meet your expectations, and wish to apologize for any inconvenience this may increasingly have brought about you. 

We take buyer suggestions very severely and are trying into the reason for this concern in order that manufacturing errors like this received’t occur sooner or later. 

Within the meantime, we’d prefer to make it proper. I’ve simply despatched you a direct message— please reply to it and supply your order quantity. We’ll concern a full refund to your unique cost methodology. We actually admire your assist of our enterprise and can do our greatest to be sure you have a optimistic expertise shifting ahead.

Subsequent Steps

  • Course of compensation or low cost to the shopper 
  • Comply with-up in a single week to make sure they’re utterly glad 

2. Buyer Service

Hello [NAME], 

Thanks for sharing your expertise with our staff, I’m sorry to listen to that we didn’t fairly hit the mark right here. We all the time try for prime requirements of customer support, and we didn’t meet that for you.

When you don’t thoughts, I’d like to listen to extra about your interplay with one among our workers. Please attain my workplace at [EMAIL/PHONE]. Within the meantime, I’ve talked with our staff about ways in which we will enhance our buyer expertise sooner or later.

Subsequent Steps

  • Try to contact the shopper and take heed to their considerations
  • Make changes to the customer support expertise, if relevant.
  • Comply with up with the shopper to allow them to know changes have been made. 

3. Billing and Pricing 

Hello [NAME],

Thanks, [NAME], for bringing this to our consideration. We completely perceive your concern about pricing. You may reference our bundle and billing insurance policies right here: [LINK], however please attain us at [EMAIL/PHONE] in case you have any additional questions. We attempt to be as clear as doable about our pricing.

Subsequent Steps

  • If the error is in your finish, provide a refund or low cost 
  • Regulate pricing or billing insurance policies if essential to stop additional confusion

4. Delivery and Supply 

Hello [NAME], 

I’m sorry to listen to that your order is taking longer than anticipated. Would you be capable of present your order quantity so I can test the standing of your cargo? I’m glad to supply updates on when your order is estimated to reach. 

Please settle for my sincerest apologies for the mixup. I’d additionally prefer to give you a 15% low cost in your subsequent buy with us to make up for the delay. 

Subsequent Steps

  • If appropriate, provide a reduction or coupon code
  • Comply with up with the provider to make sure the bundle is delivered
  • Contact the shopper to substantiate receipt and satisfaction

5. Firm Insurance policies

Hello [NAME], 

Thanks for reaching out — I perceive your frustration about our incapacity to course of a refund. We do enable and gladly course of returns as much as 60 days after buy, supplied that the merchandise is returned in new situation. 

Trying into your order particulars, you requested a refund outdoors of our return coverage window. You may view our Phrases and Situations of Buy at this hyperlink: [LINK]

We admire and worth your online business. As a gesture of excellent religion, I’d prefer to give you a 20% off low cost in your subsequent buy with us. 

I’ve already emailed your coupon code to the e-mail handle on file to your account. You probably have any extra questions, please reply on to that e mail and I’d be glad to assist. 

Subsequent Steps

  • Take into account providing a reduction or refund to the shopper, relying on the state of affairs
  • If wanted, revise firm insurance policies to supply extra readability 

6. Cancellation Points

Hiya [NAME], 

Thanks for reaching out to us! We’re sorry if our insurance policies on cancellations weren’t clear. You may evaluate our coverage right here: [LINK]

On the reserving web page, we do make clear that the deposit won’t be returned for cancellations inside 24 hours of your appointment time. We do that in order that our stylists can appropriately handle their consumer schedules. You probably have any extra questions, I’d be very happy to reply them for you. 

Subsequent Steps

  • If a mistake has been made, provide a refund or credit score 
  • Replace written insurance policies or procedures if essential

7. Lengthy Maintain Occasions 

Hello [NAME], 

I do know an extended maintain time might be extraordinarily traumatic and irritating. We’re a small enterprise, and check out our highest to verify our prospects obtain assist as shortly as doable. Our common maintain time is between 1-5 minutes. 

Nonetheless, as you skilled, some days might be a lot busier than others. We’ll work to broaden our assist staff to attenuate this impression on maintain instances. 

When you don’t thoughts me asking, was your assist concern resolved? If not, right here is my direct contact data:



If you want, please contact me, and I’d be glad to look into this personally for you. 

Subsequent Steps 

  • Comply with up to make sure that the shopper’s concern has been resolved 
  • If assets enable, take into account increasing assist assets
  • Regulate your enterprise telephone system to announce the estimated maintain time for callers

8. Technical Points

Hello [NAME], 

Oh no! We’d prefer to resolve this for you as shortly as doable, may you please attain us at [PHONE] at your earliest comfort? We’d prefer to get some extra data on this concern and enable you to troubleshoot an answer. 

Subsequent Steps

  • If there’s a technical concern, instantly go the suggestions alongside to the technical staff for decision
  • Comply with up with the shopper to make sure the difficulty is resolved

9. Advertising and marketing and Promoting

Hello [NAME], 

Thanks for bringing this to our consideration. [ISSUE] is completely not what we wish to talk at [COMPANY], and we apologize for the misunderstanding. We’ll maintain your suggestions in thoughts for future advertising campaigns to keep away from this confusion once more. 

Subsequent Steps

  • If essential, make changes to advertising or promoting communications

10. Contract Disputes

Hello [NAME], 

Good to listen to from you once more. I perceive that you simply felt your [SERVICE] was delivered too late, and I’m sorry that that’s impacted your advertising staff’s plans. 

Previous to beginning any new contract, I present an estimated supply date on the scope of labor documentation. Nonetheless, I embrace on the contract that that is an estimate solely and the precise supply date could differ by 1-2 weeks. 

On bigger initiatives like this, many elements can affect a mission timeline. Contemplating the elevated scope of labor, we delivered the [SERVICE] solely 5 days after the preliminary estimated supply date. 

Subsequent Steps

  • Emphasize or re-write areas of the contract, if wanted
  • If the error is in your facet, provide the shopper a reduction, refund, or treatment the state of affairs in one other means. 

11. Environmental Issues 

Hiya [NAME], 

Thanks for expressing your considerations right here, actually. We take environmental sustainability severely right here at our small enterprise and frequently enhance our procedures to attenuate our environmental impression.

I’ll go this alongside to the related staff and we’ll consider to see if there are any adjustments to be made to make [PROCESS] extra eco-friendly. 

Subsequent Steps

  • If doable, handle the difficulty and implement extra sustainable practices 
  • If adjustments are made, observe up with the shopper to allow them to know

12. Moral or Social Duty 

Hello [NAME], 

Thanks for mentioning your considerations about our model working with [INFLUENCER]. Till now, we weren’t conscious of their affiliations with [CAUSE]. As a enterprise proprietor, I’ll take your suggestions into consideration of our partnership.

Thanks once more for letting us know (and for being a loyal buyer!), it’s a lot appreciated. 

Subsequent Steps

  • If essential, focus on the state of affairs with the influencer concerning their statements or actions
  • If the moral concern has made headlines, take into account a PR response upon concern remediation
  • Take into account taking steps to make sure moral pointers are being met sooner or later (resembling hiring an ethics officer)

13. Accessibility or Inclusivity

Hello [NAME], 

Actually admire your taking the time to carry this to our consideration. At [COMPANY], we attempt to make each effort to accommodate guests of all talents, however we could have missed the mark right here. I’ve been in contact with our net developer about making our web site extra accessible to these with visible impairments, and we’ll be implementing adjustments very quickly. Thanks once more for doing all of your half to make our model extra inclusive. 

Subsequent Steps

  • If cheap (or legally mandated), make changes to accommodate customers with disabilities
  • Comply with up with the web evaluate to substantiate the adjustments have been made

14. Total Expertise 

Hello [NAME], 

I needed to first thanks for taking the time to go to and assist our enterprise. We’re a small, family-owned store and, out of all of the choices on the town you have got for lunch, we admire you selecting us. 

That being stated, I’m so sorry that you simply didn’t take pleasure in your meal. We’re all the time glad to make changes or re-make your meal in individual, simply let your server know sooner or later. 

I’d prefer to give you a free appetizer on us subsequent time you go to to make up to your unhealthy expertise. I hope you give us a second likelihood! 

Subsequent Steps

  • Take into account providing a reduction, free merchandise, or refund to the shopper
  • If the evaluate mentions legitimate areas of enchancment, work to treatment them

15. Web site or App Usability 

Hello [NAME] 

Actually admire you taking the time to supply suggestions on [WEBSITE/APP]. It’s necessary to us that [PRODUCT] is simple and intuitive to make use of, so your suggestions will likely be handed alongside to our person expertise staff for evaluate. 

Within the meantime, I’d prefer to share with you a data base article that ought to assist information you with [ISSUE]. Be happy to succeed in out to our buyer success staff at [EMAIL] ought to you have got any extra questions. 

Subsequent Steps

  • If there’s a technical concern, instantly go the suggestions alongside to the technical staff for decision
  • Take into account constructing out extra product tutorials, if essential

16. Personalization or Customization

Hiya [NAME], 

I perceive that you simply’d prefer to make some personalization adjustments to our current merchandise. Whereas this isn’t one thing that we usually provide, we could possibly make an exception relying in your order and the personalization requested. 

May you please contact our assist staff at [EMAIL]? We’d like to listen to extra about what you had in thoughts to see if we will accommodate your request. 

Subsequent Steps

  • Comply with up with the shopper in a well timed method
  • If there’s a vital demand for personalisation, take into account providing it as an added service

6 Greatest Practices for Replying to Destructive Opinions

✅ Acknowledge the actual concern

No one’s excellent — come clean with your errors or acknowledge a unfavorable buyer expertise. Nonetheless daunting a evaluate could appear, most prospects merely wish to be heard and validated for his or her expertise.

✅ Empathize with a buyer’s unfavorable expertise

Put your self of their footwear. Whereas a lukewarm espresso or barely delayed order could not appear price a one-star tirade to you, attempt to perceive their expertise as a lot as you possibly can. In the proper context, empathy is usually a customer support superpower. 

✅ Take the dialog offline

After a personalised, empathetic public response, it’s finest to attempt to take the dialog offline. Let the shopper know the way to contact you immediately by way of an e mail or telephone quantity to be able to type out the difficulty with out being within the public eye. 

You may not know the shopper’s identify, however with digital telephone service, you possibly can dedicate a particular telephone quantity for dealing with these buyer satisfaction issues. You’ll know with certainty why somebody is looking.

✅ Personalize the response

Even whereas utilizing a template, it’s crucial to incorporate customized bits and items that present the shopper you’re listening to them. 68% of individuals really feel manufacturers ought to have customized experiences in each interplay.

Professional-tip: You may wish to undertake “I” versus “we” in your response. Why? This refined distinction conveys you’re taking accountability for the state of affairs. It additionally places the onus on you to personally handle the unfavorable evaluate.

✅ Don’t be defensive

Now just isn’t the time to armor up for battle. Follow grace and empathy, even when a buyer is fallacious or irate. Keep in mind that your response isn’t just for the sad buyer however for different potential prospects who will see your response. It’s additionally not a foul thought to report calls out of your name heart for reference functions, resembling defending towards customer support complaints.

✅ Comply with up to make sure buyer satisfaction

After you’ve supplied an answer, test again in with the reviewer to verify their concern has been resolved to their satisfaction. An e mail is okay, however a telephone name or a textual content is even higher. This reveals that you simply actually care about their expertise. 

Whenever you make it proper, you’re capable of leverage that as a spotlight of your wonderful customer support. When the time is correct, ask, “Would you have got a couple of moments to share a supportive evaluate? We rely on our enterprise critiques and would admire you mentioning we resolved this for you. Can I textual content you a hyperlink?”

Errors to Keep away from When Responding to Dangerous Opinions

Alternatively, take care to keep away from these widespread errors when replying to buyer complaints.

❌ Being defensive 

When replying to unfavorable critiques, it’s finest to keep away from defensive language. Acknowledge the shopper’s expertise, thank them for his or her suggestions, and maintain it well mannered {and professional}. 

❌ Failing to acknowledge the difficulty

Everybody makes errors typically. If your online business missed the mark someplace, take accountability and provide remediation. Enjoying the blame recreation will solely additional irritate your prospects. 

❌ Offering a generic response

Crucial a part of responding to a unfavorable on-line evaluate is ensuring that prospects really feel heard. Nobody needs to get a robotic response that refers back to the firm identify within the third individual, like a authorized continuing. Embody particulars in your response that warmly acknowledge the person unfavorable expertise.

❌ Blaming the shopper 

No matter who is really at fault, don’t use accusatory language or play the blame recreation. Keep in mind, it’s about resolving a difficulty with dissatisfied prospects and exhibiting new prospects that you simply genuinely care about their expertise. Nobody needs to be a unhealthy buyer.

❌ Failing to observe up with the shopper

All the time observe up to make sure the shopper is glad along with your answer. Doing so could remind the shopper to edit their unfavorable evaluate or, on the very least, go away them with a optimistic sentiment towards your online business. 

Flip Destructive Opinions into Optimistic Buyer Experiences

Strike when the iron is scorching — 53% of shoppers count on companies to reply inside a couple of days, but it surely’s finest to answer inside ONE day. A web based repute monitoring software enables you to reply minutes after a evaluate goes reside, so you possibly can resolve a poor expertise and present the web group you care. 

Among the finest success tales come from uncooked, passionate buyer experiences. Irrespective of how unfavorable a evaluate is, there’s all the time a possibility to show lemons into lemonade. 

In lots of circumstances, responding to buyer critiques publicly isn’t all the time one of the best method. In collaboration with Amazon Internet Companies, customer support skilled Shep Hyken surveyed shoppers’ most popular contact channels2. The outcomes may shock you.

An organization’s telephone system is the #1 channel for customer support.

Construct a Optimistic Status With Proactive Evaluate Administration 

It’s exhausting to overstate how necessary on-line critiques are to your organization’s repute administration. Practically eight out of 10 shoppers would exit of their technique to assist an organization with wonderful customer support, together with evaluate administration. 

Dangerous service prices you enterprise — it’s so simple as that.

One of the simplest ways to fight unfavorable buyer suggestions? Forestall it from occurring within the first place. 

Wanting a time machine, one of the best factor you are able to do to stop poor on-line enterprise critiques is to be accessible. 

Ensure that your prospects know they’ll you by way of telephone, e mail, social media, or different channels. Be energetic in these areas, and make it clear that you simply’re out there to lend a listening ear. 

Mentioned otherwise, you need individuals to voice considerations to your customer support staff so points might be addressed promptly fairly than letting them fester over time. 

Destructive Buyer Evaluate FAQs

How ought to I reply to a unfavorable buyer evaluate? 

When responding to a unfavorable evaluate, take away the emotion and the need to be “proper.” Acknowledge their considerations, reveal a willingness to treatment the issue, and be useful. You’re attempting to deal with the shopper evaluate and signaling to potential prospects that you simply care about their expertise.

Can unfavorable critiques truly assist my enterprise?

Surprisingly, a modest quantity of unfavorable suggestions can truly assist your online business. A research performed by Northwestern College has proven that buyers are skeptical of a 5.0 evaluate ranking. It seems that patrons maintain a stronger opinion of a 4.6 evaluate ranking over a “excellent” 5.0 rating.

What’s on-line repute administration?

On-line repute administration is the follow of actively monitoring and enhancing a optimistic notion of your online business on-line. It consists of reactive and proactive methods to gather, reply to, and optimize a enterprise’s on-line critiques.

The advantages of on-line repute administration embrace elevated search engine visibility (search engine marketing) and optimistic critiques and rankings related to the enterprise identify.

How do I encourage glad prospects to depart optimistic critiques?

Glad prospects are your most respected asset in on-line repute administration. Encourage them to depart optimistic critiques by means of follow-up emails, incentives, IVR prompts, strategically positioned QR codes, or just asking.


  1. Microsoft: 2017 State of Buyer Service Report [#]
  2. Shep Hyken: 2022 Reaching Buyer Amazement Research [#]

Leave a Reply

Your email address will not be published. Required fields are marked *