Replies to negative reviews.Ready to copy.
What a good one does
Updated
A good reply to a negative review is short, calm and specific to what happened. Thank the person, acknowledge the problem without arguing over details in public, say what you've done or will do, and give a name and number to continue privately. Never threaten, never reveal personal or patient details, and never offer anything in return for removing it.
9 templates.Copy, then make them yours.
Words in [brackets] are placeholders.
- 01
The crew arrived late without warning
Review reply Thanks for telling us, [Name]. Turning up two hours late without a call isn't the service we promise, and I'm sorry. We've changed how we warn customers about delays. If you're willing, call me on [phone] so I can put it right. [Owner name]
- 02
The customer felt the price was too high
Review reply Thanks for the feedback. We explain the price before starting work, but it's clear that didn't come across this time. I'd like to go through the invoice with you. Please call [Owner name] on [phone].
- 03
A repair didn't last
Review reply I'm sorry the repair didn't hold. That's ours to fix. Please call [phone] and we'll come back out to look at it.
- 04
A complaint about a staff member's manner
Review reply Thank you for raising this. Nobody should be spoken to that way, and I'm following it up with the team. I'd like to hear the full story: [phone] or [email].
- 05
You can't find the job
Review reply Thanks for your review. We can't find a job that matches this, so it may be a different company. If we did work for you, please call [phone] so we can look into it.
If you believe the review is fake, report it to Google rather than arguing in public.
- 06
A dental or medical practice
Review reply Thank you for your feedback. We take every concern seriously and would like to talk with you directly. Please call our office manager at [phone].
Never confirm the reviewer is a patient or mention treatment. HHS has fined practices for doing so.
- 07
A low rating with no text
Review reply Thanks for the rating. We'd like to know what we could have done better. If you're willing, call [Owner name] on [phone].
- 08
The problem has since been fixed
Review reply Thanks for giving us the chance to fix this, [Name]. We're glad the [problem] is sorted now, and we've changed [what changed] so it doesn't happen again.
- 09
A harsh review you disagree with
Review reply We're sorry you feel this way. We'd like to understand what happened, and our door is open: [phone].
Don't threaten legal action over an honest review. The FTC's rule bans unfounded legal threats and intimidation used to remove reviews.
Rules that apply.In plain words.
This is a summary, not legal advice. Each row links to the official source.
- FTC rule on consumer reviews and testimonials (16 CFR Part 465)
- FTC: Consumer reviews and testimonials rule, questions and answers
- Google Maps: prohibited content, including incentives and selective asking
- Google Business Profile: create a link or QR code to request reviews
- Yelp: Don't ask for reviews
- HHS: dental practice settlement over review replies (2022)
Mistakes to avoid.We see these often.
- Arguing over the details in public.
- Offering a refund or discount in return for changing or deleting the review.
- Threatening legal action over an honest review.
- Confirming someone is a patient, or mentioning their treatment.
- Pasting the same reply under every review.
Questions people ask.Short answers.
Can I offer a refund if they remove the review?
No. Google doesn't allow incentives to change or remove negative reviews. Fix the problem because it's right, and let the customer decide what to post.
Can I threaten to sue over a bad review?
The FTC's rule on reviews bans unfounded or groundless legal threats, intimidation and false accusations used to stop or remove a review.
What if the review is fake?
Report it through Google's tools for flagging reviews, and reply briefly and politely in case it's from a real customer you can't match.
Sources
- FTC: Consumer reviews and testimonials rule Q&A · checked Oct 31, 2026
- Federal Register: Trade regulation rule on consumer reviews and testimonials (2024) · checked Oct 31, 2026
- Google Business Profile Help: Create a link or QR code to request reviews · checked Oct 31, 2026
- HHS: Settlement with dental practice over online review replies · checked Oct 31, 2026
By Shakhawat Ullah Badhon, Founder, Damex Digital. Published Oct 31, 2026, updated Oct 31, 2026.