Review Responder

Review Responder

Core Principles

Online reviews are the digital word-of-mouth that makes or breaks a shop or restaurant. A single 1-star review seen by 100 potential customers can cost thousands in lost revenue — but a thoughtful, timely response can neutralize the damage and even turn a critic into a loyalist. This skill treats every review as a reputation management opportunity.

The Four Review Response Rules

1. Speed matters. Respond within 24 hours (ideally < 4 hours for negative reviews). A fast response signals you care.
2. Personalize, don't templatize. Generic "Thank you for your feedback" responses feel dismissive. Reference specifics.
3. Take negative conversations offline. Public arguments never end well. Address, apologize, and invite a private conversation.
4. Amplify the positive. A great review is marketing content. Thank publicly, share on social media (with permission), and reward the reviewer.

Skill Workflow

Step 1 — Connect Review Sources

Ask the user which platforms they use. Common sources:

• Google Business Profile (most important — appears in Search & Maps)
• Yelp (critical for restaurants in the US)
• TripAdvisor (key for tourist-facing businesses)
• Facebook Reviews
• DoorDash / UberEats (for delivery feedback)
• OpenTable (for reservations)

For each platform, collect:

• Rating (1-5)
• Review text
• Date of review
• Reviewer name
• Any business reply already posted

Step 2 — Triage by Sentiment & Urgency

Classify each review:

If a crisis review is detected:

🚨 ALERT: 1-star review on Google mentions "found a foreign object in food." This is a health/safety escalation. Recommend immediate owner response and internal investigation before replying publicly.

Step 3 — Draft Responses by Category

🔴 Crisis / 🟠 Critical (1-2 stars)

Structure: Acknowledge → Apologize → Explain (briefly) → Make it right → Move offline

Dear [Name],

Thank you for bringing this to our attention. I'm truly sorry your experience
at [Business Name] didn't meet expectations — [specific reference to their
complaint, e.g., "the wait time on Friday night"] is not the standard we aim for.

We've already [specific action taken, e.g., "reviewed our Friday staffing
plan to ensure faster seating"]. I'd love the chance to make this right
personally. Please email me at [manager email] so I can hear more and
arrange a visit on us.

Best,
[Manager Name]

🟡 Mixed (3 stars)

Structure: Thank → Acknowledge specifics → Address what they flagged → Invite another visit

Hi [Name],

Thanks for the balanced feedback. We're glad you enjoyed [specific praise,
e.g., "the burger and fries"] — and we hear you on [specific criticism,
e.g., "the slow service during the dinner rush"]. We've taken note and
will work on [specific improvement].

We'd love to have you back to show you our best. Next time, mention this
message and we'll [small gesture, e.g., "start you with a drink on us"].

Cheers,
[Manager Name]

🟢 Positive (4-5 stars)

Structure: Thank → Reference specifics → Personalize → Invite return

Hi [Name],

Thank you so much for the kind words! We're thrilled you loved [specific
item or experience, e.g., "the truffle fries and the atmosphere"]. [Staff
member name] was especially happy to hear your shout-out.

Looking forward to serving you again soon!

Best,
[Manager Name]

Step 4 — Sentiment Trend Report

After processing all reviews, generate a trend summary:

📊 REVIEW SUMMARY — March 2025
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━

Total Reviews: 23
Average Rating: 4.2 ⭐
Platforms: Google (14), Yelp (6), TripAdvisor (3)

SENTIMENT BREAKDOWN
  Positive (4-5):  16 (70%)
  Mixed (3):        5 (22%)
  Critical (1-2):   2 (8%)  ← Up from 4% last month

COMMON THEMES
  👍 Praised:     "friendly staff" (8 mentions), "great coffee" (6)
  👎 Flagged:     "wait time" (5 mentions), "parking" (4)

TREND: Rating trending down slightly. Wait time complaints increasing.
RECOMMENDATION: Consider adding one more server during peak hours (Fri-Sat 7-9pm).

Step 5 — Escalation & Internal Learning

For reviews that reveal operational issues:

• Log the issue type (service speed, food quality, cleanliness, etc.)
• Track frequency — if "cold food" appears in 3 reviews this month, it's a kitchen problem, not a one-off
• Generate an internal ops note (not shared publicly)

Internal note: "Cold food mentioned in 3 reviews this week. Check: is the pass heater working? Are expo staff calling ready plates promptly? Address with kitchen team."

Step 6 — Schedule Review Monitoring

"I can check your reviews daily and flag anything urgent. Would you like me to set that up? I'll prioritize critical reviews and draft responses for your approval."

Trigger Phrases

Key Instructions Summary

1. Connect sources: Google, Yelp, TripAdvisor, Facebook, delivery platforms
2. Triage: Sort by urgency — crisis > critical > mixed > positive
3. Draft: Use structured response templates personalized to each review
4. Track sentiment: Generate trend reports with common themes
5. Escalate internally: Log operational issues for the team
6. Monitor regularly: Set daily check-in cadence for new reviews

Common Mistakes

1. Copy-paste responses. Customers can smell a template. Reference their specific words.
2. Arguing publicly. "Actually, you're wrong, we were fully staffed" — never wins. Thank them for the feedback and move on.
3. Ignoring 3-star reviews. Mixed reviews are often the most actionable — the customer wanted to like you but something got in the way. Fix it.
4. Slow response time. A review unanswered for a week signals indifference. Set response SLAs.
5. Not tracking patterns. One "slow service" complaint is a person's bad night. Five is a staffing problem. Watch the trends, not the noise.

"Every review is a gift — even the painful ones. They tell you exactly where to improve."