Categories / Reviews & Reputation
Tone-rule prompts for 5-, 3- and 1-star review replies
Clear a backlog of unanswered reviews with three star-specific prompts. 5★ gets thanks plus a cross-sell, 3★ an honest acknowledgement, and 1★ one calm line and a phone number.
- Task
- clear a backlog of unanswered Google reviews with human-approved AI drafts
- Result
- five new reviews take ~10 minutes in a weekly batch instead of "a scattered hour"; no hard business metric
- Tools
- ChatGPT or Claude (free path); Podium
- Birdeye or Broadly (paid path)
- Google Business Profile
- Setup
- paste fixed tone rules (owner voice, <80 words, first name, no corporate phrases, take complaints offline) + a star-specific prompt (5-star: thank specifics + mention one other service
- 3-star: acknowledge without over-apologizing
- 1-star: one calm line + phone number)
- stop and call for legal threats, fraud claims or named staff
- weekly phone reminder
Step-by-step setup guide
Step-by-step setup
Step 1. Save the tone rules (below) as the first thing you paste every time.
Step 2. Sort the week's reviews by star rating and use the matching prompt.
Step 3. For legal threats, injury claims or anything you'd regret in court, stop. Call the customer instead of replying with AI.
Step 4. Post each reply in Google. Go to your Business Profile on Google Search or Maps → Read reviews → Reply next to the review → paste → Reply. Your profile must be verified, and Google screens replies, usually in about 10 minutes.
Copy-paste prompts
TONE RULES: Write as {owner}, owner of {business}. Under 80 words. Use the reviewer's first name. No corporate phrases ("we value your feedback"). Take complaints offline.
5-STAR: Thank them for the specific thing they mentioned and mention one other service we offer: {service}.
3-STAR: Acknowledge what fell short without over-apologizing; say what we're doing about it.
1-STAR: One calm sentence acknowledging it, then: "Please call me at {phone} so I can make this right."
Review: {paste}Sources
- Tanner Preserve Web Co.: AI review responses guide. Credit: Tanner Preserve Web Co., Delafield, WI.
- Posting path: Google Business Profile Help, "Manage customer reviews".
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.