Facebook Pixel

Mastering the Art of Responding to Negative Online Reviews

Illustration of review bubbles coming out of a mobile phone

In today's interconnected world, online reviews wield significant influence over businesses and their reputations. This can be especially important for eCommerce websites as consumers are choosing whether or not to purchase a product. While positive reviews can boost brand credibility and attract customers, negative reviews have the potential to tarnish your online presence. However, as a business owner, it's crucial to approach negative online reviews with a level-head and a composed mindset. In this blog post, we'll explore 5 effective strategies for responding to negative online reviews.

1. Embrace a Customer-Centric Approach

Every negative review represents an opportunity to turn a dissatisfied customer into a loyal advocate. Adopt a customer-centric mindset by acknowledging the customer's concerns and demonstrating empathy. Show that you value their feedback and take their experience seriously. Begin your response by addressing the reviewer by name and expressing gratitude for taking the time to share their thoughts.

Example response: 

"Hi Sarah, thank you for bringing your concerns to our attention. We appreciate your honest feedback and the opportunity it provides us to improve."

2. Respond Promptly and Professionally

Timeliness is key when it comes to responding to negative reviews. Aim to address the issue within 24-48 hours to show your commitment to customer satisfaction. Craft a professional and polite response, ensuring it reflects your brand's values and voice. Avoid being defensive or confrontational, as it may escalate the situation and deter potential customers.

Example response: 

"We apologise for any inconvenience caused, Sarah. We take your feedback seriously, and we're investigating the matter to identify the cause. Please be assured that we'll do everything possible to rectify the situation and ensure your future visits are satisfactory."

3. Offer a Solution or Explanation

In your response, provide a solution or explanation tailored to the reviewer's specific concerns. Offer options that showcase your commitment to resolving the issue and providing exceptional customer service. Where appropriate, provide contact information or invite the reviewer to continue the conversation privately to discuss the matter in greater detail.

Example response: 

"To address your concerns, Sarah, we'd like to offer you a refund or a complimentary replacement. Additionally, we invite you to contact our customer service team at [email/phone number] so we can gather more information and work towards a satisfactory resolution."

4. Highlight Positive Aspects

While addressing the negative feedback, you can highlight the positive aspects of your business. Share relevant achievements, accolades, or customer success stories to demonstrate your commitment to excellence. By focusing on the positive, you can balance the review's impact and showcase your dedication to delivering exceptional experiences.

Example response: 

"We pride ourselves on delivering top-notch customer service, which is reflected in our numerous five-star reviews. We're genuinely sorry for falling short of your expectations, Sarah, and we appreciate the opportunity to make things right."

5. Take the Conversation Offline

If a resolution seems unlikely to be achieved through public exchanges, consider taking the conversation offline. Provide alternative methods of communication such as email or direct messaging to continue the dialogue privately. Taking the discussion away from the public eye demonstrates a genuine intent to resolve the issue and protect the customer's privacy.

Example response: 

"To address your concerns in more detail, we kindly request you to reach out to our customer support team at [email/phone number]. We're committed to resolving this matter to your satisfaction and would appreciate the opportunity to speak with you directly."


Negative online reviews can be challenging, but they also present an opportunity to demonstrate your commitment to customer satisfaction and resilience as a business. By embracing a customer-centric approach, responding promptly and professionally, offering solutions, highlighting positive aspects, and taking conversations offline when necessary, you can transform negative reviews into positive outcomes.

Get in touch

score card
How Perfect is your website?

Take our short 6 minute quiz of 12 multiple choice questions about your website and you'll receive a score and tips for improvement.

Learn how perfect your website is