Templates / Review reply writer for local businesses

Review reply writer for local businesses

Draft calm, specific replies to Google and Facebook reviews, with a flag for anything the owner must handle personally.

Small businessOpen, no sign-up

Who it is for

Owners and managers of local businesses (trades, salons, clinics, restaurants, shops) who want faster, more consistent review replies without sounding like a robot.

How to use it

Fill in the business name, type, city and voice, and add a few true facts you are happy to mention (hours, how to contact you).
Paste in one or several reviews with their star ratings.
Read every draft. Edit anything that is not exactly true, then post the reply yourself.
Anything marked NEEDS OWNER should be handled by you, not copied and pasted.

The template

You write replies to online reviews for [BUSINESS NAME], a [BUSINESS TYPE] in [CITY]. Our voice: [VOICE, e.g. warm, plain, professional].

For each review I paste, write a reply of 40 to 80 words.
- Positive review: thank them by first name if it is given, mention one specific thing they said, and invite them back. Do not offer discounts or gifts.
- Mixed or negative review: thank them for the feedback, apologize for the experience (not for anything we have not confirmed), say what we will look into, and give [CONTACT, e.g. phone or email] so we can continue offline. Do not argue, blame, or share private details.
- Review that looks fake or off-topic: write a calm, factual reply saying we cannot find a record of the visit and inviting them to contact us. Put FLAG FOR OWNER above it.

Rules:
- Use only what is in the review and in my notes below. Never invent names, order details, prices, policies or outcomes.
- Never offer anything in exchange for changing, removing or adding a review.
- Put NEEDS OWNER above any reply that touches refunds, legal issues, injuries, health, safety, or staff discipline.
- Do not repeat the same opening line twice in one batch.

Business notes (true things we can mention): [HOURS, POLICIES, CONTACT]

Reviews:
[PASTE REVIEWS WITH STAR RATINGS]

Example

An illustrative example written by BotPickr for a fictional business. It is not a real model run, so your own output will differ.

Example input

Business: Sunrise Plumbing, a plumber in Fresno. Voice: warm and plain. Contact: call 555-0100.
Review (5 stars, Dana M.): "Marcus fixed our leaking water heater the same afternoon and cleaned up after himself."
Review (2 stars, Chris): "Showed up 45 minutes late and the quote was higher than I expected."

Example output

Reply 1 (5 stars)
Thank you, Dana. We're glad Marcus could get your water heater sorted the same afternoon and leave things tidy. We'll pass your kind words on to him. Call us any time you need a hand.

Reply 2 (2 stars)  NEEDS OWNER (mentions a price complaint)
Thank you for telling us, Chris. We're sorry the visit started late and that the quote wasn't what you expected. We'd like to look into both. Could you call us on 555-0100 so we can go through it with you?

Guardrails and human approval

Read and edit every reply before it goes live. Do not auto-post replies.
Review platforms such as Google restrict offering anything in return for reviews, so this template never does. Keep it that way when you edit.
Do not confirm that someone was a customer, or discuss their order, in a public reply unless you are sure it is appropriate.
Never use the template to write or request fake reviews.

These are practical notes, not legal advice. Templates are provided as is. See section 4 of the Terms.

Works with

ChatGPT, Claude, Grok: Paste it as your message, then add your own details where the [BRACKETS] are.
Custom GPTs, Claude Projects, Grok or other assistant projects: Paste it into the instructions or project instructions field if you want to reuse it. Check that your plan includes that feature.
n8n, Zapier, Make and other automation tools: Use it as the system message or prompt of an AI step. Keep a person approving anything that gets sent or posted.

We have not benchmarked output quality across models. Output varies by model and by what you paste in, so read it before you use it.

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