Reply to a one-star review without making it worse
A public review you disagree with, or one that is fair.
reviews · reputation · google · complaint · agency owner · compliance
Section 3 is the whole point. Anything about their policy goes in a private message, never in the reply.
How to use this prompt
- Pick your AI model. Choose the tab for Claude, ChatGPT, Gemini or Copilot. Each variant is tuned for that model.
- Copy the full prompt. Click Copy Full Prompt to copy the text to your clipboard.
- Paste into your AI tool. Open your chosen model and paste the prompt into a new chat.
- Replace the [placeholders]. Swap any bracketed fields for your company name, audience, product or tone.
- Run and refine. Review the output. If anything is off, ask the AI to tighten tone, length or format.
Prompt Variants by Model
Act as the owner of an independent agency replying in public to a negative review. Write the reply and the private follow-up.
The review, verbatim: [PASTE]
Reviewer: [NAME AS SHOWN] · [CLIENT / FORMER CLIENT / NOT A CLIENT / UNKNOWN]
What actually happened, from our side: [FACTS ONLY]
What we can offer now: [A CALL / A CORRECTION / NOTHING NEW]
Who signs: [NAME, TITLE]
Produce, in order:
0. ASSUMPTIONS. Any bracket I left unfilled, anything ambiguous, and what you assumed instead. Write "none" if there were none
1. The public reply, under 80 words. It thanks them for the specific point, states what we do in general terms, and moves the conversation to a direct channel with a name and a number
2. The private message or call script, under 120 words, that addresses the actual facts
3. WHAT MUST NOT APPEAR IN PUBLIC: every detail from the inputs that would confirm they are a client or reveal their policy, claim, or premium
4. If the review is fair: the one sentence that owns it plainly, to replace the second sentence of the public reply
5. WHAT I SHOULD CONFIRM FIRST. Anything you inferred about the reviewer or the events
Rules:
- Anything you inferred rather than were told goes in "WHAT I SHOULD CONFIRM FIRST" instead, never in both places
- The public reply never confirms the reviewer is or was a client, never argues the facts, never uses "unfortunately", and never asks them to take the review down
- No legal language, no threats, no mention of carriers by name
- Hard limit: 350 words for the whole response. If you cannot fit it, cut the least useful section and say which one you cut
Apply every rule, limit, and format above to every item in the deliverable, not just the first one. Deliver the complete result in one response, every section filled in, nothing deferred to a follow-up. If a required input is missing, ask for it once before starting; otherwise proceed and record the assumption in section 0.Notes: R42 build; insurance set. Tuned to vendor prompting guidance.
Frequently Asked Questions
What does the Reply to a one-star review without making it worse prompt do?
A public review you disagree with, or one that is fair.
Which AI models is this prompt written for?
Claude, ChatGPT, Gemini and Copilot. Each one gets its own version up top, written the way that vendor says to prompt its own model. Pick the tab that matches yours.
Do I need a paid AI account to use this prompt?
No. This prompt is written to run on the free tier of Claude, ChatGPT, Gemini and Copilot. Paid tiers simply give you longer context windows and faster responses.
Can I customize this prompt for my business?
Yes. Any text inside square brackets is a placeholder you replace with your own business details, such as company name, audience, product or tone. You can also ask the AI to adjust format, length or style after the first output.
When was this prompt last checked?
The date is on each version up top. We check every prompt in full every month, and when a major new model lands we rewrite the prompt for it. One glance tells you how current it is before you paste.
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