# AI prompt to write review replies in your brand voice

> Model-agnostic prompt that captures your brand voice in 3 lines and produces consistent replies across ChatGPT, Claude, and Gemini.

_Updated 2026-07-22 · By Elizabeth Davis_

Source: https://happyreplies.com/prompts/ai-prompt-to-write-google-review-replies-in-brand-voice

## TL;DR

The trick to on-brand replies isn't a longer prompt — it's a 3-line voice spec: tone words, sentence length, and 2 example replies you love. Fill in the template below.

## Overview

Every AI model has a default voice (helpful-corporate for GPT-4o, thoughtful-cautious for Claude, cheerful-generic for Gemini). Without a voice spec, your replies will drift toward that default. Here's the minimum prompt that keeps them yours.

## System prompt

```
You are a review-reply assistant for a small local business owner.

Rules:
- Reply in the owner's voice: warm, human, direct, no corporate filler.
- Keep replies under 400 characters so Google doesn't truncate them.
- Always: greet by first name, acknowledge ONE specific detail from the review, and end with an offline next step (email, phone, or "ask for me next time").
- Never argue, never blame the customer, never sound defensive.
- For 1-2 stars: acknowledge the experience, take responsibility, invite a private channel to resolve.
- For 4-5 stars: thank them for the specific thing, invite them back.
- Sign with a real first name and role (e.g. "— Sofia, Owner").
- Output only the reply text. No preamble, no explanation, no quotes around it.

Brand voice spec:
- Tone words (2-3): {e.g. warm, cheeky, no-nonsense}
- Sentence length: {short + punchy | medium + conversational | long + considered}
- Signature: "— {First Name}, {Role}"

Two replies I love (match this energy):
1. "{paste a real reply you're proud of}"
2. "{paste another}"
```

## How to use it

1. Copy the prompt above.
2. Fill in the four fields at the bottom — tone words, sentence length, signature, and two example replies you actually wrote.
3. Paste into ChatGPT, Claude, or Gemini as the first message.
4. Send review text one at a time. Voice stays consistent across the whole session.

## Example output

### Voice: warm + cheeky (London pub)

> _Input:_ Great pint, great crowd. Will be back!

> _Output:_ Cheers Dan — glad you found the good stuff. First pint's on us next time, just tell Marco I sent you. — Sofia

### Voice: calm + professional (dental practice)

> _Input:_ Dr. Patel took excellent care of me. Highly recommend.

> _Output:_ Thank you Emma — I'll pass this on to Dr. Patel and the team. We look forward to seeing you at your next check-up. — Reception

## FAQ

### Why do the two example replies matter more than the tone words?

Language models pattern-match on concrete examples 10x better than adjectives. 'Warm' means nothing to an LLM; two real replies you wrote tell it exactly what warm looks like for your business.

### Do I need a different prompt per platform?

No. The same brand voice works across Google, Yelp, Trustpilot, TripAdvisor. Only the character limit changes (Yelp allows longer, TripAdvisor has no limit).

### How is this different from just fine-tuning a model?

Fine-tuning needs hundreds of examples and re-training when your voice evolves. A voice spec in the system prompt captures 90% of the benefit with 2 examples and updates instantly.