Review Request Message Templates for Email, Text & In Person

Asking every customer for a review is one of the simplest ways to build your online reputation. Google says that more reviews and positive ratings can help your business's local ranking, and a short, friendly message with a direct link is usually all it takes to ask. Below you'll find example templates for email, text and in-person requests, plus the rules that keep your requests honest and inside Google's policies.

What should a review request message include?

A good review request message has four parts: a friendly greeting with the customer's name, a clear and honest request for feedback, a direct link to your review page, and a thank-you. Keep it short and polite.

Start with the customer's name and the visit, purchase or job they've just had. Apptoto's guide to SMS review requests describes the same structure for text requests: greeting, personalization, call to action, link and thank-you. It also says that "a personalized greeting makes the message feel more genuine."

Then ask plainly. A sentence like "We'd love to hear about your experience" is enough. Don't tell customers what to write and don't hint at a star rating. Google's policy says merchants should not "require or pressure users to leave ratings or write reviews while on the premises, nor should they request that specific content be included."

Finally, make the next step obvious. Google says you can ask customers to visit a Google link or scan a QR code to leave a review. A direct link means the customer doesn't have to search for your business first.

Send the request soon after the visit, purchase or job is finished, while the experience is fresh. Apptoto suggests "right after the service is completed or within 24 hours", and EZ Texting suggests within 24-48 hours. Send it to every customer, not only the ones who seem happy. More on that in the mistakes section below.

Key takeaways for crafting effective review requests?

• Greet the customer by name and mention what they bought or the service they had.
• Say plainly that you'd like an honest review of their experience.
• Include a direct link to your review page, or a QR code if you're asking in person.
• Keep the message short and friendly.
• Thank the customer, whether or not they leave a review.
• Ask every customer, and never pressure anyone to give a positive review.

Tone matters as much as structure. A relaxed, conversational message suits a hair salon or a cafe. A trades company or a clinic may prefer something a little more formal. Either way, write the way you'd speak to the customer at the counter.

It's also worth saying why you're asking. A line such as "Your feedback helps other customers know what to expect" gives the request a purpose without pushing the customer toward a particular rating.

Tip: Test your review link on your own phone before you send it to customers, and make sure it opens the page where a review can be written.

How do you ask for reviews via email?

To ask for reviews by email, use a clear subject line, address the customer by name, mention their recent visit or purchase, add one link to your review page and say thank you.

The subject line is the first thing the customer sees, so make it friendly and specific. Plain wording works well: "How was your visit to [Business Name]?", "Could you share your experience?" or "Thanks for choosing [Business Name]." Try two or three and keep the one you like best.

In the body, use the customer's name and refer to what they actually bought or the service they had. That makes the email read like a message from a person, not a mailing.

End with one clear call to action and a thank-you. One link is better than three, because the customer then knows exactly what to do.

What does a review request email template look like?

Example template. Subject: How was your visit to [Business Name]?

Hi [Customer Name], thank you for choosing [Business Name]. We'd love to hear how your [visit / order / appointment] went.

Your honest review helps other customers know what to expect, and it helps us see what we're doing well and what we can do better. You can leave a review here: [Review link]

Thank you for taking the time, [Your Name], [Business Name]

Key takeaways for writing effective review request emails?

• Use a friendly, specific subject line, such as "How did we do?"
• Use the customer's name and mention what they bought or the service they had.
• Explain briefly why an honest review helps.
• Add one clear call to action with a link to your review page.
• Thank the customer for their time.
• Keep the email short and avoid an overly formal tone.

Before you send anything, check that the rules where you operate allow you to email the customer.

Tip: Try different subject lines on different batches of customers and keep the one that gets more people to open the email.

What are some examples of text message review requests?

A text message review request should be short, polite and carry one link. Apptoto recommends an ideal length of "160 characters or less (but no more than 300)". Here are three examples you can copy.

1. Keep the message short.

Aim for 160 characters or less, as Apptoto recommends for SMS review requests. Remember that the link counts toward the length, so use a short review link. Leave out long explanations. One greeting, one request, one link.

2. Make sure you have permission to text.

Apptoto's guide says you need "prior express consent to send marketing-related text messages" and advises complying with GDPR, TCPA and other privacy regulations. EZ Texting advises obtaining explicit consent, offering opt-out options and keeping records of communications. The rules differ by country, so check the ones that apply to you before you send.

3. Use a friendly, personal tone.

Use the customer's name and refer to the service they received. Apptoto's example opener is "Hi [Customer Name], we'd love to hear about your experience with [Service]."

4. Include a direct link to your review page.

Apptoto's FAQ advises: "Use the client's name, reference the service they received, and include a direct link." Make sure the link opens the page where the customer can write the review.

EZ Texting says text messages see open rates as high as 98%. An open rate isn't a review rate, but it's a good reason to include text in your mix of channels.

What are the key details to consider?

• Example 1: "Hi [Name], thanks for visiting [Business Name]! Could you share your experience? [Link]"
• Example 2: "Hi [Name], we'd love to hear how we did. You can leave a review here: [Link]"
• Example 3: "Thanks for choosing [Business Name], [Name]. Your honest feedback helps us and other customers: [Link]"

Swap the placeholders for your details and send the text from a number your customers recognize. Keep a record of who agreed to receive messages.

How can you ask for reviews in person?

When you ask in person, be friendly and make it optional. Ask every customer at a natural point, such as checkout or the end of a job, and hand them an easy way to leave the review, such as a card with a QR code. Don't pressure anyone.

1. Ask every customer at a natural moment.

Pick a point that fits your business, such as at checkout, when you hand over the keys or when the appointment ends, and make it part of your routine for everybody. Don't ask only the customers who have just paid you a compliment. Google's policy does not allow merchants to "selectively solicit positive reviews from customers".

2. Keep it polite and optional.

Use friendly words and respect the customer's answer. For example: "If you have a moment, we'd love to hear your feedback. Here's a card with a link." Google's policy says merchants should not "require or pressure users to leave ratings or write reviews while on the premises".

3. Explain why reviews matter.

Say in a sentence why you ask. For example: "Reviews help other customers know what to expect, and they help us improve." Don't suggest what the review should say.

4. Hand over a card or flyer with a QR code.

Google says you can ask customers to scan a QR code to leave a review. Print a QR code that opens your review page on a small card or flyer, add one line of instructions, and test it with your own phone before you print.

5. Thank the customer.

Thank people whether or not they leave a review. For example: "Thank you for your time, we appreciate it."

Tip: Don't set staff a target number of reviews. Google's policy lists "merchants requesting that staff solicit a certain number of reviews" among the practices it does not allow.

What are the best practices for sending review requests?

Send the request soon after the service or purchase, to every customer, with a personal message and a direct link, and never offer anything in return for a review.

1. Send requests soon after the service.

Make the request part of how you close each job or order. Apptoto suggests asking right after the service or within 24 hours, and EZ Texting suggests within 24-48 hours. Either way, the experience is still fresh in the customer's mind.

2. Ask every customer.

Build the request into your normal customer process so that it goes to everybody, not just to the customers you expect to be happy. This keeps your reviews an honest picture of your business.

3. Personalize the message.

Include the customer's name and refer to what they bought or the service they had. Apptoto says a personalized greeting makes the message feel more genuine.

4. Use clear, polite language.

Phrases like "We'd appreciate your feedback" or "Could you share your experience?" are clear without sounding pushy.

5. Provide a direct link.

Include a direct link to your review page, as EZ Texting advises. Don't make customers search for your business profile on their own.

6. Never offer anything in return for a review.

Google's policy does not allow merchants to offer incentives, such as payment, discounts, free goods or services, in exchange for posting a review. Thank customers for their time instead.

What are common mistakes to avoid when asking for reviews?

The most common mistakes are asking only happy customers, pressuring people, offering rewards, sending generic messages and making the link hard to find. Each one makes your reviews less honest or less likely to be left.

1. Asking only the customers you think are happy.

Google's policy does not allow merchants to "discourage or prohibit negative reviews, or selectively solicit positive reviews from customers." Send the same request to everyone.

2. Pressuring customers.

Don't require a review, push for a particular rating or suggest what to write. Google's policy says merchants should not pressure users or "request that specific content be included."

3. Offering rewards.

Discounts, free goods or entries into a prize draw in exchange for reviews are not allowed. Google's policy says content posted due to "an incentive offered by a business - such as payment, discounts, free goods and/or services" is not allowed and will be removed from Maps.

4. Sending generic, robotic messages.

A message with no name and no reference to the customer's visit reads like a mass mailing. Use the customer's name and mention what they bought or the service they had.

5. Making the review link hard to use.

Send customers straight to the page where they can write the review. A link that sends them to your home page leaves them to find the review form themselves.

6. Skipping the polite follow-up.

If a customer doesn't answer, a single polite reminder is reasonable. Apptoto says "a follow-up within 24 hours often yields a positive result" and warns against pushing after one or two follow-ups.

How do you follow up on review requests?

Follow up once, politely, with a short message that includes the review link again. Don't send more than one or two reminders.

What are the key details to consider?

• Send one friendly reminder if the customer hasn't responded. Apptoto says "a follow-up within 24 hours often yields a positive result".
• If you want to send a second reminder, Apptoto mentions "one more nudge about 7 days later".
• Keep the tone polite and non-pushy.
• Include the review link again so the customer doesn't have to look for the first message.
• Example: "Hi [Name], we'd still love to hear your feedback. You can share your thoughts here: [Link]"
• Stop after one or two reminders. Apptoto says sending more than 3 requests for the same appointment "feels aggressive".

When you write the reminder, keep it as personal as the first message. Use the customer's name and refer to the visit. For example: "Hi Sarah, thank you for visiting us last week. If you have a moment, we'd be glad to hear how it went: [Link]"

Keep it short. The customer already has the first message, so the reminder doesn't need to repeat everything. A single sentence and the link is enough.

Don't take silence personally. Some customers won't leave a review, and that's their choice. Thank them in the same breath, and don't send further messages once you've reached your limit.

For in-person requests, the follow-up is simply the card or flyer you gave them, with the QR code and a short line of instructions. Don't chase customers at the counter.

What are the benefits of using review request templates?

Templates save time, keep your tone consistent and make it easier for the whole team to ask in the same way. You still personalize each message with the customer's name and details.

What are the key details to consider?

• Templates save time because nobody starts from a blank page.
• They keep your tone consistent across email, text and in-person requests.
• They make it easier for several team members to ask in the same way.
• They can be adjusted for each channel and for different services.
• They make it easier to ask every customer, not just the ones you remember.

A template is a starting point, not a script to send unchanged. Fill in the customer's name and the specific visit, purchase or job each time. That keeps the message personal.

If you have several locations or staff members, agree on one version of each template and share it with everybody. That way every customer gets the same polite request, and nobody has to guess what to say.

Review your templates every so often. If a message sounds stiff when you read it aloud, change it. If a link has changed, update it everywhere.

Finally, write your templates in your own words. A message that sounds like you is more natural than one copied word for word from a guide.

Why is it important to ask for reviews?

Google says that more reviews and positive ratings can help a business's local ranking. Reviews also give other customers an honest picture of what to expect.

When is the best time to ask for a review?

Soon after the service or purchase, while the experience is fresh. Apptoto suggests right after the service or within 24 hours, and EZ Texting suggests within 24-48 hours. Ask every customer, not just the ones who seem happy.

How do you make it easy for customers to leave a review?

Send a direct link to your review page. Google says you can ask customers to visit a Google link or scan a QR code, so a QR code on a card or flyer works for in-person requests.

Can you offer customers something in return for a review?

No. Google's policy does not allow merchants to offer incentives such as payment, discounts, free goods or services in exchange for reviews, and content posted due to an incentive is removed from Maps.

How often should you send review requests?

Send one request after each customer interaction, and at most one or two reminders. Apptoto says sending more than 3 requests for the same appointment feels aggressive.

What should I do if a customer leaves a negative review?

Reply politely and professionally. Google says that when you reply to customer reviews it shows that you value their feedback, and it calls replying to reviews a best practice.

Your next step: pick one channel, copy one of the templates above, and send it to the next customer you serve.

Written by Citera, CEO.

What are the sources?

Which sources support these claims?

• Google, Contribution policy (Maps user-generated content), https://support.google.com/contributionpolicy/answer/7400114
• Google Business Profile Help, https://support.google.com/business/answer/3474050
• Google Business Profile Help, https://support.google.com/business/answer/3474122
• Google Business Profile Help, https://support.google.com/business/answer/7091
• Apptoto, https://www.apptoto.com/best-practices/sms-review-requests
• EZ Texting, https://www.eztexting.com/resources/sms-resources/how-to-send-text-message-review-request