How to Respond to Negative Reviews

Jun 23, 2023

As a business owner, receiving negative reviews can be disheartening. It's natural to feel defensive or upset, but it's important to respond to negative reviews in a professional and constructive manner. Here are some tips on how to respond to negative reviews:

1. Take a Deep Breath

Before responding to a negative review, take a deep breath and try to remain calm. Responding in anger or frustration can escalate the situation and reflect poorly on your business.

2. Thank the Reviewer

Start your response by thanking the reviewer for taking the time to leave a review. This shows that you appreciate their feedback and are taking their concerns seriously.

3. Apologize

If the reviewer had a negative experience, apologize for the inconvenience or disappointment they experienced. Even if you don't agree with their review, it's important to acknowledge their feelings and show empathy.

negative review

4. Address the Issue

It's important to address the specific issue mentioned in the review. Ask for more details if necessary and offer a solution or explanation. This shows that you are taking steps to improve and care about your customers' experiences.

5. Keep it Professional

When responding to a negative review, it's important to remain professional and avoid getting defensive. Keep your response concise and to the point, and avoid engaging in an argument or personal attacks.


6. Take the Conversation Offline

If the issue is complex or requires more discussion, offer to take the conversation offline. Provide a phone number or email address where the reviewer can contact you directly to resolve the issue.

7. Follow Up

After addressing the issue, follow up with the reviewer to ensure that their concerns have been resolved. This shows that you are committed to providing excellent customer service and value their feedback.

follow up

8. Learn from the Experience

Use negative reviews as an opportunity to learn and improve your business. Look for patterns or recurring issues mentioned in reviews and take steps to address them. This can help prevent future negative reviews and improve your overall customer experience.


Responding to negative reviews can be challenging, but it's important to approach them with a professional and constructive attitude. By addressing the specific issue, offering a solution, and following up with the reviewer, you can turn a negative experience into a positive one and improve your business in the process.