With the popularity of social media and the internet, customers have come to expect businesses to engage and respond quickly to questions and complaints. A primary marketing objective is to always to leave customers with a positive feeling about your business and the services provided. It is necessary to know how to engage with customers to influence positive feedback and relationships. Developing effective correspondence is the first step in accomplishing brand loyalty and supports the development of positive relationships with customers. An internal and external support staff tasked with monitoring your website, social media sites, twitter, and the like is beneficial in helping you to identify customer reviews, especially negative reviews, and in helping you work through any conflicts by addressing the reviewer and resolving their concerns.
When responding to customer reviews, the objective is to make certain the message is positive, the matter is resolved, and the customer is satisfied with the outcome. Considering most customer reviews are on social media networks, the individual responsible for responding to customer reviews should have cognitive writing skills and a good compass for creating appropriate responses. Researchers found that 72% of customers wrote negative reviews with the expectation that businesses would respond and take responsibility. Empathy, compassion, and having the ability to relate are the primary characteristics needed of an effective review responder. Responses should be prepared in advance to prevent your business from scrambling for a response at the last minute.
How to respond to a review is dependent on the type of review received. If the response is negative, in addition to replying, you should communicate with the reviewer via phone or e-mail to quickly resolve the issue. The best course of action is to respond tactfully, and in a timely manner, and then work with the customer to prevent future problems or concerns from occurring. When a customer writes a review, you should respond promptly with a quality resolution to the customer’s concern. Furthermore, you should respond promptly to negative reviews to prevent customers from posting the review elsewhere and sharing it with other customers. In addition to empathy, compassion, and problem solving you should have the ability to investigate and satisfy the customer’s issues.
 Gurău, C. (2012). Solving customer complaints: A study of multiple commercial settings. Annals of the University of Oradea, Economic Science Series, 21, 827-833. Retrieved from http://anale.steconomiceuoradea.ro
Dr. Elijah Clark (March 6, 2021). Responding to Reviews [Web log post]. Retrieved from https://elijahclark.com/responding-to-reviews/