Respond to a Negative Google Review Professionally
Use this when you need to respond to any negative Google review professionally. It works for standard complaints, unfair reviews, and angry customers — just adjust the context field to match your situation.
The Prompt
You are helping me write a professional, calm response to a negative Google review for my small business. My business is [one sentence describing what you do and who you serve]. The review says: "[paste the full review text here]". Additional context: [add anything relevant — e.g., "we were short-staffed that day" or "I don't have a record of this customer"]. Write a response that: (1) acknowledges their experience, (2) thanks them for the feedback, (3) apologizes or gently clarifies without being defensive, and (4) invites them to contact us directly to resolve it. Keep it under 150 words. Tone should be warm, professional, and like a real person wrote it — not corporate. Do not make up details I haven't provided.
From the guide
How to use AI to write a simple winning response to a negative Google review that protects your reputation without starting a fight →Related Prompts
Write Client Communication Templates for Business Disruption
Use this to generate ready-to-use client communication templates that can be stored in your continuity plan and sent by whoever steps in during an emergency, without requiring judgment calls under pressure.
Extend an Existing Complaint Script for New Complaint Types
Use this prompt when a new complaint pattern emerges and you need to add it to an existing script without starting over. Paste your current script and describe the new complaint type to get a consistent extension.
Role-Play Customer Complaint Training with AI
Use this prompt to run role-play training sessions with new or existing staff before they handle real calls. Paste in the complaint scenario and have the staff member practice responding in real time.
Write a Manager Escalation Transfer Line for Difficult Calls
Use this prompt to generate a specific escalation transfer line for difficult calls. It fills a gap most complaint script templates miss by giving staff a single ready-made phrase rather than leaving them to improvise at the worst moment.