5 Review Response Templates You Can Use Today
Not sure how to respond to that glowing 5-star review? Struggling with a scathing 1-star complaint? These five templates cover the most common review scenarios you'll face as a business owner.
Each template is designed to be customized for your business. Swap in your business name, adjust the tone, and add specific details to make each response feel personal.
Template 1: The Grateful 5-Star Response
Use when: A customer leaves a positive review praising your business.
""Thank you so much for your wonderful review, [Customer Name]! We're thrilled to hear that you enjoyed [specific detail they mentioned]. Our team works hard to deliver [what they praised], and it means the world to know it made a difference for you. We look forward to welcoming you back soon!""
Why it works: It thanks them by name, references their specific experience (showing you actually read the review), reinforces your brand values, and invites them back.
Pro tip: Never copy-paste the same response for every 5-star review. Customers notice. Reference something specific from each review to show it's genuine.
Template 2: The Apologetic Recovery
Use when: A customer had a genuinely bad experience and you need to make it right.
""[Customer Name], thank you for sharing your experience, and we sincerely apologize for [specific issue]. This doesn't reflect the standard we hold ourselves to. We've [specific action taken — e.g., spoken with our team, reviewed our process] to make sure this doesn't happen again. We'd love the chance to make this right — please reach out to us at [email/phone] so we can personally address this.""
Why it works: It acknowledges the problem without making excuses, describes concrete action you've taken, and moves the conversation to a private channel where you can resolve it.
Pro tip: Never argue with a negative reviewer publicly. Even if they're wrong, other potential customers are watching how you handle criticism.
Template 3: The Professional Neutral
Use when: A 3-star review with mixed feedback — some positive, some negative.
""Thank you for your honest feedback, [Customer Name]. We're glad you enjoyed [positive aspect they mentioned], and we appreciate you letting us know about [negative aspect]. We're always looking to improve, and your input helps us do exactly that. We hope to see you again and deliver an even better experience next time.""
Why it works: It validates both the positive and negative parts of their experience, shows you take feedback seriously, and leaves the door open for a return visit.
Pro tip: Mixed reviews are often the most valuable feedback you'll receive. They tell you exactly what's working and what isn't.
Template 4: The Short and Sweet
Use when: A brief review with no specific details — just a star rating and maybe a word or two.
""Thank you for taking the time to leave a review, [Customer Name]! We appreciate your support and hope to see you again soon.""
Why it works: It's proportional to the review itself. A one-sentence review doesn't need a three-paragraph response. It still shows you're engaged and responsive.
Pro tip: Even short reviews deserve a response. Google's algorithm considers response rate as a factor in local search rankings.
Template 5: The Factual Correction
Use when: A review contains incorrect information that could mislead other customers.
""Thank you for your review, [Customer Name]. We'd like to clarify that [factual correction — e.g., our hours are actually X, we do offer Y service]. We want to make sure future visitors have accurate information. If there was a miscommunication during your visit, we apologize and would love to make it right. Please feel free to contact us at [email/phone].""
Why it works: It corrects the record without being combative. Future customers reading the review will see the accurate information in your response.
Pro tip: Stay calm and factual. The goal is to inform, not to win an argument.
Beyond Templates: Why Personalization Matters
Templates are a great starting point, but the best review responses feel personal. Customers can spot a copy-paste reply from a mile away, and generic responses can actually do more harm than good.
Here's what makes a response feel personal:
- Use the customer's name when available
- Reference specific details from their review
- Match the emotional tone of their review
- Mention your business by name or reference your team
Save Hours with AI-Generated Responses
Writing personalized responses for every review is ideal — but it takes time. MagicReply generates context-aware, personalized responses that read like you wrote them yourself, in seconds instead of minutes.