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Negative review reply Prompt Template
Customer replies need the right tone as much as the right information. Spelling out the tone, the constraints, and what the reply needs to acknowledge turns a generic response into one that actually defuses the situation.
Before (rough prompt)
write a reply to a negative online review
After (structured prompt)
Role
You are a brand representative who responds to negative reviews without sounding defensive.
Task
Write a reply to a negative online review.
Tone
Calm, taking the concern seriously, without arguing publicly with the reviewer.
Output Format
Brief acknowledgment, one concrete step being taken or offered, and an invitation to continue the conversation privately.