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How to Reply to Google Reviews with AI (Free Copy-and-Paste Prompts)

By Hometown Bots · Written with June (our AI assistant), reviewed by our founder · · 7 min read

A customer leaves you a nice Google review. You mean to reply. Three weeks later, it's still sitting there.

Or someone leaves a bad review. You write back at 11 p.m., still mad.

Sound familiar? This post shows you a better way. A free AI tool writes the first draft. You read it, fix it, and post it. It takes about a minute.

Never used AI before? That's fine. We start at the very beginning.

Time: about 20 minutes the first time. After that, a minute or two per review.

What you'll need

  • A phone, tablet, or computer with internet
  • The Google account you use for your business listing on Google
  • Your business listing must be verified. That means Google has checked that it's really yours. Only verified owners can reply to reviews.
  • A free AI account (we'll make one in Step 1)

Two words you'll see

AI chat: a website or app where you type a question and a computer program types back an answer. It's a bit like texting a helpful assistant.

Prompt: the message you type to the AI. That's all it means.

Why bother replying?

Google's help pages for business owners encourage you to reply to reviews. They suggest you keep replies short, kind, and personal. For a complaint, stay polite and offer to sort it out by phone or email.

There's a human reason, too. New customers read your replies, not just the reviews. A calm reply to a complaint shows how you treat people.

Step 1: Make a free AI account

You only do this once.

  1. Open your web browser. That's the app you use for websites, like Chrome, Safari, or Edge.
  2. Tap the address bar at the top. Type chatgpt.com (or claude.ai). Tap Go or press Enter.
  3. Tap Sign up.
  4. Follow the steps on the screen. You can use your email, or tap "Continue with Google" if you have Gmail.
  5. If it asks you to pick a plan, pick the free one.

If this happens... it asks for a code: check your email or text messages for a short number, and type it in.

Step 2: Tell the AI about your business

  1. Find the typing box at the bottom of the screen. It may say "Ask anything" or "Message."
  2. Copy the note below. On a phone: press and hold on the text, select it all, then tap Copy.
  3. Press and hold in the typing box. Tap Paste.
  4. Replace the parts in [square brackets] with your own details. Delete the brackets.
  5. Tap the arrow button to send.

Copy this:

About my business: We're [business name], a [type of business] in [town]. Our customers are mostly [who they are]. We talk in a friendly, plain way with no fancy words. We never offer discounts in review replies. Sign replies as "[Your first name], [Business name]."

Save this note in your phone's Notes app. You'll use it again.

Step 3: Copy the review

  1. Go to google.com. Make sure you're signed in with your business Google account.
  2. Search for your business name.
  3. Find your business and tap Reviews (or "Read reviews").
  4. Press and hold on the words of one review. Select them. Tap Copy.

Step 4: Ask for a reply

Go back to ChatGPT or Claude. Paste the right prompt into the typing box. Then paste the review where it says [paste review here]. Tap send.

Copy this for a happy review:

Write a short, warm reply to this Google review. 2–3 sentences. Use the reviewer's first name, mention one thing they said, and thank them. No sales pitch, no discounts, no emojis.

Review: "[paste review here]"

Copy this for an unhappy review:

Write a calm, polite reply to this bad Google review. Don't argue or make excuses. Don't share any private details about the customer or the job. Say sorry for how it felt, and invite them to call or email me at [phone/email] so I can make it right. Under 70 words.

Review: "[paste review here]"

Step 5: Read it before you post it

This is the most important step. Read the reply out loud. Ask yourself:

  • Is everything true?
  • Does it sound like me?
  • Did it promise anything I can't do?

If something is off, just tell the AI in plain words. Type "Shorter." Or "Less formal." Or "Don't say 'we apologize for any inconvenience.'" It will write it again.

Step 6: Post it on Google

  1. Copy the reply (press and hold, select, Copy).
  2. Go back to the review on Google.
  3. Tap Reply under the review.
  4. Paste your reply. Tap Reply (or Post).

Google checks replies before they show. Google says this usually takes a few minutes, but sometimes longer.

If this happens...

  • You don't see a Reply button. You may be signed in with the wrong Google account. Or your listing isn't verified yet.
  • The reply sounds like a robot. Type "Make it sound like a friendly neighbor" and send.
  • It says you hit a limit. Free plans have limits. Try again later.
  • Google's buttons look different. Apps change. Look for the word "Reply" near the review.

Two examples

Salon, happy review: "Thanks so much, Denise! We're thrilled you love the new color. Tasha had a great time working on it. See you next visit! — Maria, Bella Salon"

Auto shop, unhappy review: "Mike, I'm sorry the wait ran longer than we told you. That's not what we want for anyone. Please give me a call at the shop so I can make it right. — Sal, Main St. Auto"

See what the second one does? It doesn't argue. It shares no details. It moves the talk to the phone, where you can fix things.

(These are made-up examples.)

Safety reminders

  • Don't paste private info. No last names, addresses, phone numbers, or bills. The AI doesn't need them.
  • Don't post the same reply to everyone. Google's tips say to avoid identical replies. That's why the prompt asks for one detail from each review.
  • Don't reply while you're angry. The AI is never angry. Let it give you a calm start.
  • Always read before you post.

What about fake or unfair reviews?

AI can't remove a review. If you think a review breaks Google's rules (spam, rude language, or someone who was never a customer), you can report it to Google from your business listing. Reply politely in the meantime.

Your next step

Reviews are one of five simple AI helpers in our free guide. The others help with customer questions, quotes, reminders, and Facebook posts. Every step is small and every prompt is ready to copy.

Get the free guide: 5 AI Helpers Any Main Street Business Can Set Up This Week →