9 Steps to Deal with a Negative Customer Review

How to Deal with Negative Customer Reviews

No business is immune to the occasional negative customer review, but how you handle it can make all the difference.

In the age of social media, businesses need to be extra vigilant about their online reputation.

A single negative review can spread like wildfire, damaging the business's credibility and leading to a loss of customers.

Social media makes it easy for unhappy customers to share their experiences with a broad audience. As a result, businesses need to be proactive about monitoring their social media pages and responding quickly to any negative feedback.

9 steps to deal with negative customer reviews

Negative customer reviews are never fun to deal with, and even the best businesses receive the occasional bad review.

However, by building strong client relationships, you can reduce the number of negative reviews you receive.

By taking these steps, you have the opportunity to turn a negative situation into a positive one.

  1. Don't take it personally
  2. Recognise the review
  3. Respond promptly
  4. Should I respond publicly or privately?
  5. Take responsibility
  6. Be polite and professional
  7. Offer a solution
  8. What can you learn from the review?
  9. Follow up

1. Don't take the review personally

Receiving a negative review from a client can be difficult, especially when you pride yourself on your work. However, it's important to remember that a bad review is not a reflection of your worth as an individual.

Instead, it's simply a signal that there was some disconnect between what the client expected and what you delivered. The most important thing to do in the wake of a negative review is to take a step back and analyse the situation objectively.

  • What could you have done differently?
  • How can you prevent this from happening in the future?

Once you've identified the root of the problem, reach out to the client and see if there's anything you can do to make things right.

2. Recognise the negative customer review

When you receive a negative business review, it's essential to take the time to recognise it and thank the customer for their feedback. This might seem counter-intuitive, but open and honest feedback is vital for businesses to improve their products and services.

Reviews help potential customers get an accurate idea of what your business is like, and they also allow you to improve your customer service.

When you delete negative customer reviews, it looks like you're trying to hide something, which will only make people more suspicious of your business. It's much better to leave the reviews up and use them as a learning opportunity.

Use the feedback to make changes in your business practices, and be sure to respond to the reviewer to show that you're taking their concerns seriously. 

3. Respond promptly

While a positive review can help attract new business, a negative review can damage your reputation. That's why it's important to respond promptly to any negative reviews you receive.

You can turn a negative situation into a positive one by addressing the issue head-on.

Show your customers that you're committed to providing excellent service and take the opportunity to make things right.

In many cases, a prompt response can turn an unhappy customer into a loyal one.

4. Should I respond to a bad review publicly or privately?

When you receive a negative client review, it can be tempting to respond immediately and publicly. However, it is essential to take a step back and consider the best way to handle the situation.

In some cases, it may be best to respond privately. This allows you to address the issue directly with the client and avoid escalating the situation.

If the review is particularly scathing or if there are multiple negative reviews, then a public response may be necessary. This allows you to show potential customers that you are taking the issue seriously and working to resolve it.

No matter what approach you take, remember to remain professional and courteous.

Ultimately, how to respond to a bad client review should be based on the specific situation and the goals you hope to achieve.

5. Take responsibility for a negative review

As a business owner, it's important to take responsibility for your bad reviews. If a client has had a negative experience, reach out to them and try to resolve the issue.

Bad reviews can damage your reputation, so it's crucial to make things right.  Show your potential clients that you're willing to take responsibility for your mistakes and commit to providing a positive experience. This will go a long way in building trust and ensuring that your business remains successful.

6. Be polite and professional

When responding to negative reviews, it is important to remain polite and professional. This will help to diffuse the situation and hopefully prevent further negative reviews.

It is also important to take the time to listen to what the customer is saying and try to understand their perspective. Only by truly understanding the problem can you hope to resolve it.

In some cases, you may even be able to turn a negative review into a positive one simply by showing that you are willing to listen and work to fix the problem.

7. Offer a solution

It's essential to offer your clients a solution when you receive a bad review.  Otherwise, they may feel that you don't care about their concerns and are not interested in addressing the issue.

If the problem is not resolved, it could reflect poorly on your business and damage your reputation. While it may be tempting to ignore a negative review, taking the time to remedy the situation will show your clients that you're committed to providing them with the best possible service.

By offering a solution, you'll demonstrate that you're responsive to feedback and that you're willing to go the extra mile to ensure your clients are satisfied.

Offering a solution to a bad review is the best way to maintain a positive remains successful.

8. What can you learn from the review?

While it can be frustrating to receive a bad review, it is important to remember that there is always something to be learned from criticism.

  • Did the client have a valid point?
  • Is there anything you could have done differently?
  • What could you have done to prevent the situation from occurring in the first place?

By reflecting on negative feedback, you can improve your business and avoid making the same mistake twice.

Though it can be painful, a bad client review is an opportunity to learn and grow as a business owner.

9. Follow up after a negative review

It's important to follow up with a customer after dealing with their negative review. You show them that you are committed to providing excellent customer service and that you value their feedback.

Following up allows you to resolve any lingering issues and address any concerns the customer may still have.

This can help to turn a negative experience into a positive one, and it may even lead to the customer becoming a loyal advocate for your business.

Always follow up after a negative review as it could be the best thing you do for your business.

A man is wearing a black suit and tie and has a brown paper bag over his head with a question mark.  Questions on the left of him are all relating to great customer reviews, whilst the words on the right relate to negative customer reviews.

Turn your negative review into a positive experience

In today's competitive marketplace, customer satisfaction is more important than ever.

While it's always a good idea to strive for positive reviews, it's also important to know how to handle negative feedback.

The key is not to take it personally and to use it as an opportunity to improve your business. By responding quickly and professionally to negative reviews, you can show your customers that you're committed to providing the best possible experience.

You may even find that a few well-chosen words can turn a dissatisfied customer into a loyal one.

Next time you receive a negative review, don't ignore it; use it as an opportunity to improve your business and build customer trust.