1 / 4
Online Review Response Templates
Ready to print and use across your organization. Instant download after purchase.
All sales are final. Due to the instant-access nature of digital downloads, refunds are not offered. Please review the preview before buying. Issue with your purchase? Contact support@kacompany.us. Refund Policy
Each purchase is licensed to one organization for use in one LMS, with unlimited learners. By buying, you agree to the License Agreement and Terms of Use.
Want it in your company's branding?
We can add your logo, colors, and terminology. Request a customization quote
About this tool
Reply to every online review, positive, mixed or negative, in a way that sounds human, protects privacy and shows future customers how you treat people.
Who it is for
Small-business owners who handle their own online reviews
Service, store and office managers asked to reply on the business's behalf
Clinic and professional office managers who need to reply without breaking privacy
Restaurant and hospitality managers who get reviews every week
Trades and home service businesses that rely on reputation for new jobs
The problem it solves
A defensive or copied reply can do more harm than the review itself, and it is hard to write a calm, specific reply to a review that feels unfair. This kit gives you templates for every kind of review, clear guidance on what never to say in public, versions for five kinds of business, a planner for hard reviews and a checklist to use before you post.
What is inside
Cover and how to use (page 1; 1 page)
Copyright and License (page 2; 1 page)
Guide (pages 3 to 5; 3 pages): why replies matter, the four parts of a good reply, what never to say in public, tone, and common mistakes
Templates (pages 6 to 9; 4 pages): replies for positive, mixed and negative reviews and special cases, each with a filled-in example
Different businesses (page 10; 1 page): what to watch for in retail, clinics, restaurants, trades and offices, and a reply rewritten from first draft to final
Response planner (pages 11 to 12; 2 pages): blank, and filled in for a negative review of a plumbing company
Checklist and log (page 13; 1 page): a before-you-post checklist and a review response log
Editable Word version (20 pages): every template, the response planner, the before-you-post checklist and the review log, ready to copy and change
How to use it
Read the three guide pages once.
Find the template that fits the review and change the words in brackets.
For negative reviews, fill in the response planner first and ask a second person to read your reply.
Check every reply against the checklist, then log it.
Formats and file types
PDF, 13 pages, US Letter, ready to print
Word (.docx), 20 pages, editable
Licensed for use within your organization
Frequently asked questions
Does it work for any review site?
Yes. The templates and guidance work on any review site, directory or social page where customers leave reviews.
What if a review is fake or unfair?
The special cases page shows how to reply calmly without accusing anyone, and when to use the review site's own reporting process instead.
Is it suitable for clinics and other private services?
Yes. It explains why you must never confirm someone is a patient or client, and includes replies that keep the conversation private.
One price, yours to keep. Licensed for use within your organization.