How to Deal With Negative Reviews of Your Business

In today's digital age, businesses of all sizes are no strangers to online reviews. From cozy cafes to bustling boutiques, customer opinions are just a click away. While glowing reviews can make your heart swell with pride, negative ones might make you feel stuck.

Whether you are just starting to build your brand or considering using a white-label review management company to deal with image issues, there are many strategies for your brand reputation. Let's take a closer look at a few smart ways to handle negative reviews.

How to Deal with Negative Customer reviews in 2021

Take a Deep Breath

Every business, big or small, faces unhappy customers sometimes. It's part of the journey. Acknowledge the customer's feelings and try to find a way to make it right. Show empathy and understanding, as it will help to foster a relationship with your customers. Offer solutions to make sure that this doesn't happen again.

Don't Take It Personally

Don't allow a negative review to bruise your ego. Take a step back and look at it objectively. Ask yourself if the review is justified or if it's something you can improve on. Take note of the criticism and use it to make changes where necessary.

Finally, if you can't control it, simply accept it and move on. Never allow negative reviews or constructive criticism affect how you do business unless it means an improvement for the customer experience.

Be Swift, But Thoughtful

When a negative review appears, responding promptly shows that you care about your customers' experiences. Take a moment to gather your thoughts and craft a thoughtful response. Your words matter, so choose them wisely. Be open, honest, and helpful. Avoid excuses and finger-pointing. Lastly, apologize if necessary and offer to make it right.

Stay Professional

If you're in a face-to-face conversation, you likely wouldn’t yell, argue, or use inappropriate language, and the same goes for online interactions. Even if the review feels unfair, respond professionally and courteously.

Address the customer's concerns with empathy and respect. Offer solutions and provide a way to resolve the issue. Be mindful of the words you use, and avoid any confrontational or inflammatory language. Respect the customer’s opinion and focus on finding a resolution.

How Responding to Negative Reviews can Help Your Online Reputation -  Crawlbots

Acknowledge and Apologize

Start your response by acknowledging the customer's experience. A simple "thank you for sharing your thoughts" can go a long way. Apologizing, if appropriate, shows that you value their feelings.

Remember, you're not admitting defeat but showing that you care. Offer an alternative solution if one exists. If not, state that you understand their frustration and are actively working on a solution. Be sure to let the customer know that their feedback is important and appreciated.

Take It Offline

When things get difficult, take the conversation offline. Provide a contact email or phone number for the customer to reach out personally. This way, you can dig deeper into the issue and find a solution away from the public eye.

It also shows that you're genuinely interested in making things right. There are some competition brands that would be interested in a public feud, so it’s important to get to know your customers and their concerns offline where you can deal privately.

Offer a Solution

If possible, offer a solution to the problem the customer faced. Whether it's a refund, a replacement, or simply a heartfelt gesture, customers appreciate it when you try to turn their frowns upside down. Show customers that you care about their satisfaction. Making a customer happy can go a long way in creating loyalty and generating referrals. Take the time to listen and respond to customers’ needs, and they’ll be sure to remember you.

In the rushed world of commerce, taking the time to deal with difficulties or product complaints and focus on the customer experience will help you build brand loyalty and a solid reputation.

Learn and Improve

Negative reviews can be like treasure maps leading you to hidden opportunities. Take them as valuable feedback. Is there a common thread among the negative comments? Are there areas where your business can improve? Embrace these insights and use them as stepping stones to betterment.

Encourage Positive Vibes

While negative reviews might grab attention, they're not the whole picture. Encourage satisfied customers to leave positive reviews. Happy experiences deserve to shine too! Some businesses even send polite reminders to customers to share their thoughts if they've had a good time. Reviews help other customers make decisions and gain confidence in a product or service.

They can also be used to improve customer service, guide product development, and inform marketing strategies. Most importantly, positive reviews create a sense of trust and satisfaction with a brand.

16 Tips to Handle Negative Customer Reviews Online

Keep Calm and Carry On

One bad review doesn't define your business. No matter the outcome, continue providing excellent products or services and treating your customers with kindness. Over time, a positive track record will speak louder than a few negative comments. Taking the concerns of your customers seriously and doing everything that you can to improve on your performance will eventually speak for itself; so trust the process. 

Don't Feed the Trolls

Some negative reviews might come from trolls seeking attention. In these cases, it's best to keep your cool and respond politely or not at all. Engaging in a battle only adds fuel to the fire. It's important to remember that how you respond to online comments reflects on you and your business.

A professional, level-headed response will make a better impression than an angry or defensive one. Additionally, taking the time to investigate the issue and respond accordingly is essential.

Monitor and Adapt

Regularly monitor your online reviews to stay on top of customer feedback. As trends change, adapt your strategies accordingly. Continuous improvement is the key to staying relevant and resilient. By the end of your first year in business, it is unlikely that your journey will have gone completely as planned. Be flexible, try to anticipate your needs, and make changes that will have a lasting positive impact on your company and your customers. 


Negative reviews might seem like storm clouds, but with the right attitude and approach, you can turn them into opportunities for growth. Remember to stay calm, respond professionally, and learn from your customers' experiences.