How to Get More Reviews – Creating a Culture of Exceptional Service & Online Reviews  

Online reviews are no longer optional — they are essential for winning new customers, building trust, and staying ahead of competitors. In many industries, potential customers read reviews before they even visit your website. The more genuine, positive feedback you have, the easier it is to convert interest into sales.

But the real game-changer is not just getting reviews — it’s making review-gathering part of your company’s culture. That means every team member understands its value, feels confident asking for them, and follows a clear, consistent process.

Mindset and Culture – The Foundation of a Review-Rich Business

To create a consistent flow of high-quality reviews, start by shifting your team’s mindset.

• Attitude – See every review as a business asset that can influence buying decisions for years.
• Belief – Instill the idea that asking for reviews is not pushy — it’s a service to future customers who want honest insights.
• Confidence – Equip staff with scripts, role-playing practice, and success stories so they feel comfortable asking.
• Discipline – Make review requests a non-negotiable step in your service process.
• Excellent Service – The quality of your service determines the quality of your reviews. Strive to delight customers at every touchpoint.
• Follow-up – A polite reminder can double your review rate. If they forget, thank them again and ask once more.

Delivering Review-Worthy Service

No amount of asking will make up for a poor experience. Reviews are earned through service that stands out.

• End-to-End Excellence – From first contact to aftercare, make sure every step feels seamless and professional.
• Small Details Matter – A personalised touch or unexpected extra can turn a satisfied customer into a passionate reviewer.
• Peak Happiness Moments – The best time to ask is when the customer is most delighted — right after solving a problem, delivering ahead of schedule, or receiving praise.
  

When and How to Ask for Reviews

Timing and phrasing are key. The right moment can turn a “maybe later” into a “yes, right now.”

Best Moments to Ask:

• Immediately after a successful purchase or service.
• When the customer verbally expresses satisfaction.
• At the point of handover or delivery or the point of peak happiness in the journey.

Phrases That Work:

• “I’d like to ask a favour.” (pause) or “Could you do me a favour?”
• “Would you help others by sharing your experience? It would be a great way to pay it forward.”
• “If you found our service helpful, could you pass it on so others can benefit too?”

The last phrase works particularly well with female customers, who are often motivated by helping others.

The Review Request Process

Build a simple, frictionless process so leaving a review takes less than two minutes.

• QR Codes – Display them at checkout, on invoices, or in waiting areas.
• Direct Links – Send via SMS or email with a friendly note.
• On-Site Devices – Provide an iPad or tablet so customers can leave a review before they leave.

Maximising Review Impact

A great review is valuable. A great review that also helps your search rankings is even better.

• Encourage Keywords – Without scripting the review, prompt customers to mention the service, product, or location (e.g., “Thanks for your kind words about our [service] here in [city]”).
• Thank Reviewers – Publicly or privately acknowledge their effort.
• Multiple Platforms – Politely suggest they copy the review to other sites such as Google, Facebook, or industry directories.

Handling Bad Online Reviews

Negative feedback happens — what matters is how you respond.

1. Respond Quickly – Show you take feedback seriously.
2. Contact Directly – A private conversation can often resolve the issue and encourage them to update or remove the review.
3. Request Removal – Use Google’s removal request process for reviews that break guidelines (irrelevant, offensive, spam).
4. Legal Options – For defamatory or false statements, legal removal may be possible.
5. No Shortcuts – Never post fake reviews or ask family/friends — it’s against platform rules and can damage trust.

Embedding Reviews into Your Culture

To make reviews part of your DNA:

• Train all staff on why reviews matter and how to ask.
• Share great reviews in team meetings.
• Celebrate review milestones just like sales milestones.
• Make asking for reviews a KPI for relevant roles.
• Provide tools that make the process easy and repeatable.

Extra Tips to Boost Your Review Numbers

• Set Targets – For example, “5 new Google reviews per week.”
• Offer a Thank-You Gesture – A small discount, bonus points, or charity donation (check platform rules).
• Automate Requests – Use CRM or booking software to send review links automatically.
• Incentivise Staff – Reward the team or individual who generates the most reviews each month.
• Practice your Script – Practice your phrase until you feel comfortable asking for reviews

Best Things to Say When Asking for a Review

Got it — you want a full script library covering the whole spectrum of asking for reviews, so your team can adapt to different situations, customer personalities, and comfort levels.

Below is a detailed review request script toolkit you can use for staff training, role-play, and onboarding new team members.
I’ve organised it into four levels — from soft, indirect requests to direct, “hard-core” asks — with variations for in-person, phone, text, and email.
I’ve also included why it works, key phrases, and delivery tips for each.

Level 1 — Gentle & Indirect Scripts (Best for cautious customers and shy staff)

Goal: Plant the seed without pressure. Make it feel like a natural part of the conversation.

In-Person

“We’re so glad you’re happy with your [product/service]. If you ever get the chance, we’d really appreciate it if you could share your thoughts online. It helps others find us.”

Phone

“Thank you for your feedback — it really helps us improve. If you’d like, you could also pop your thoughts on Google so others can benefit from your experience.”

Text/Email

“Thanks for visiting us today — we’re so pleased to hear you enjoyed your experience! If you’d like to help other people find us, you can leave a quick Google review here: [link]”

Why it works:

• Low pressure — it gives them an option, not a command.
• Framed as helping others, not helping the business.

Level 2 — Friendly & Conversational Scripts (Best for happy, talkative customers)

Goal: Capture the review at a moment of enthusiasm.

In-Person

“You’ve made my day with that feedback! Would you mind putting that in a Google review so others can see it too? It only takes a minute, and it really helps.”

Phone

“That’s wonderful to hear — would you be willing to jot that down in a quick Google review? I can text you the link right now.”

Text/Email

“We loved hearing your feedback today! Could you do us a quick favour and pop it into a Google review? Here’s the link: [link]”

Why it works:

• Relies on genuine moments of customer happiness.
• Uses “quick favour” as a low-commitment ask.

Level 3 — Direct & Confident Scripts (Best for loyal customers or strong rapport situations)

Goal: Clearly and confidently ask for the review without apology.

In-Person

“You’ve been a fantastic customer — thank you. We’d really value it if you could leave us a Google review today. Here’s our QR code — it’ll take you straight there.”

Phone

“You’ve been kind enough to share great feedback with me — would you be able to post that on Google today? I’ll text you the link now.”

Text/Email

“Hi [Name], thanks again for your feedback earlier. We’d really appreciate if you could post it on Google — here’s the link: [link]. It means a lot to us.”

Why it works:

• Assertive without being pushy.
• Sets a “today” timeframe, increasing response rate.

Level 4 — Scripts for High Performers (Best for competitive environments or KPI-driven teams)

Goal: Leave no doubt about the ask and make it part of the service closure.

In-Person

“Part of how we grow is through online reviews. Could you take 60 seconds to scan this QR code now and leave a quick Google review while you’re here? We can help you with the steps.”

Phone

“We’re aiming for [X] reviews this month, and your feedback would make a big difference. Can I send you the link now so you can post it while we’re on the phone?”

Text/Email

“Hi [Name], we’re on a mission to reach [X] Google reviews this month to help more customers find us. Could you help us hit our goal by leaving a quick review? Here’s the link: [link]. It only takes 60 seconds.”

Why it works:

• Creates urgency and a team goal customers can support.
• Guided, in-the-moment action prevents delays.

Special Situations Scripts

For Peak Happiness Moments (after solving a problem or giving a freebie)

“I’m so glad we could sort that for you today. Could you share your experience on Google so others know we’ll look after them too?”

For Repeat Customers

“You’ve supported us for a while now — thank you. Could I ask you to help us out with a quick Google review? It’s one of the best ways to keep us going.”

For Social Media Active Customers

“You’ve got a great online presence — would you be happy to share your experience in a Google review and maybe a post? Here’s our link.”

Review Training Tips for Staff

1. Role-Play Across Levels – Practice each style until staff can switch naturally between gentle, friendly, direct, and hard-core based on customer cues.
2. Use Peak Happiness – Teach staff to spot verbal and non-verbal signs the customer is ready to say yes.
3. Make It Normal – Review requests should feel like part of the process, not an afterthought.
4. Always Have the Tools Ready – QR code on counter, link in phone templates, email ready to send.
5. Track and Celebrate Wins – Share the best reviews in team meetings and recognise who asked for them.

Using Competitions and Rewards to Get More Online Reviews

A menu of staff incentives and gamification strategies for getting more reviews, designed so you can adapt them to your business size, culture, and budget.-  monetary, non-monetary, and team-based ideas — plus some tips on making the rewards sustainable and fair.

1. Monetary Incentives

These work well in competitive or sales-driven environments where staff are motivated by direct rewards.

Per-Review Bonuses

• A set dollar amount for each review generated (e.g., $5–$10 per verified Google review).
• Tiered rates — higher reward if the review includes photos, keywords, or specific product mentions.

Gift Cards & Vouchers

• Monthly reward for the top review-getter — vouchers for coffee shops, restaurants, cinemas, or online stores.
• Random draw — each review request that results in a review is one entry into a gift card prize draw.

Cash Pools

• Every qualifying review adds a small amount to a team “pot” that’s paid out at the end of the month.
• Encourages everyone to participate and hold each other accountable.

2. Non-Monetary Incentives

These are often just as effective — and more sustainable — because they tap into recognition, fun, and perks.

Extra Time Off

• One extra paid hour off for every set number of reviews achieved.
• First to hit a milestone gets to leave early one Friday.

Public Recognition

• Shout-outs in team meetings or on internal boards.
• “Review Champion of the Month” photo on the wall or in the staff newsletter.

Choice Perks

• Winner picks the music playlist for a day.
• Winner gets the “best parking spot” for the month.
• First choice of shifts for the next roster cycle.

3. Team-Based Games

Games help make review-gathering a shared mission instead of a solo contest.

Review Race Board

• Create a visible leaderboard tracking each staff member’s review count.
• Use stickers, coloured magnets, or avatars for a visual race to the top.

Bingo Cards

• Each square has a review challenge (e.g., “review mentions my name,” “review has 5 stars and a photo”).
• First to complete a row gets a prize.

Team Goal Rewards

• If the team hits a shared review goal for the month, everyone gets a reward (pizza lunch, movie outing, etc.).
• Builds collaboration instead of competition.

Mystery Box

• Each qualifying review gives a team member a chance to open a “mystery box” containing small prizes (chocolates, coffee vouchers, fun desk toys).

4. Special Review Challenges

These keep the program fresh over time.

Theme Weeks

• One week: focus on reviews mentioning a specific product/service.
• Another week: goal is reviews with customer-uploaded photos.

Keyword Challenge

• Offer a bonus when customers naturally include certain keywords in their reviews (great for SEO).

Cross-Platform Push

• Reward for getting a single customer to leave reviews on multiple platforms (Google, Facebook, Yelp).

5. Implementation Tips

• Be Transparent – Make sure customers aren’t offered incentives for leaving positive reviews only (to avoid Google policy breaches). Incentives should be for the staff who successfully request genuine reviews, not for the customers.
• Track Fairly – Use a consistent tracking method, such as a shared spreadsheet or CRM tags, so credit goes to the right team member.
• Celebrate Publicly – Read the best reviews aloud in meetings to link recognition with the reward.
• Rotate Prizes – Swap incentives every 2–3 months to keep staff engaged.
• Keep it Fun – The best programs mix healthy competition with team celebration so no one feels excluded.

Take Action and Make More Sales

Building a culture of reviews doesn’t happen overnight — but every genuine review you earn is a lasting asset for your business. Start today by training your team, refining your process, and making review requests a natural part of every customer interaction.

The result? A reputation that sells for you 24/7 — and a steady flow of new customers who already trust you before they even meet you.

Online Reviews FAQs

 

Q: What is the best way to ask a happy customer for a Google review without sounding pushy?

• The key is to ask when the customer is already expressing satisfaction and to frame it as helping others. For example, “We’re so glad you’re happy with your experience. Would you mind sharing it in a Google review so others can benefit?” This feels personal, genuine, and non-intrusive.

Q: When is the perfect time to ask for a review so the customer actually leaves one?

• The ideal moment is during peak happiness, right after a problem has been solved, a compliment has been given, or a service has exceeded expectations. Asking in this window captures the emotion and increases the chance of action.

Q: How can I make asking for online reviews part of my business culture?

• Embed review requests into your standard operating procedures. Train staff to ask naturally, celebrate review wins in team meetings, set goals, and provide tools like QR codes or direct links so it becomes a normal part of the customer experience.

Q: What phrases work best for getting more reviews from female customers?

• Phrases that appeal to building community and helping others often work well, such as “Pass it on or pay it forward so others can benefit from your story” or “Would you share your experience to help others make the right choice?”

Q: Should I give my staff incentives for getting customer reviews, and what works best?

• Yes, but structure them carefully. Reward the act of asking and generating reviews rather than only positive ones. Popular options include small bonuses, gift cards, extra time off, or team competitions.

Q: Can QR codes really increase the number of reviews my business gets?

• Yes. QR codes remove friction by taking customers directly to your review page in seconds. Place them on receipts, signage, business cards, or staff lanyards to make leaving a review quick and convenient.

Q: What is “review gating” and why can it get your business banned from Google?

• Review gating is when businesses filter customers based on feedback, sending happy ones to review sites and unhappy ones to private surveys. Google bans this practice, and it can result in the removal of all your reviews.

Q: How do I get customers to leave reviews with the right keywords for SEO?

Without scripting their words, you can prompt customers by saying, “If you can, mention the service or location you used — it helps others find us online.” This naturally encourages keyword-rich reviews.

Q: Is it worth asking customers to copy their review to multiple sites?

• Yes. Reviews on Google, Facebook, and industry directories build credibility and improve visibility. Once a review is left, politely ask if they can paste it onto other platforms with the same wording.

Q: What are the most creative games to motivate staff to ask for reviews?

• Ideas include review leaderboards, bingo cards with review challenges, mystery prize boxes, and team goals with shared rewards like pizza lunches or outings when targets are met.

Q: How do I handle a bad online review without making the problem worse?

• Respond quickly, acknowledge the issue, and offer to resolve it offline. A calm, professional reply shows prospective customers you take feedback seriously and can turn a negative into a positive.

Q: Can I remove a Google review that is unfair or untrue?

• You can flag it for removal if it violates Google’s policies, such as being irrelevant, offensive, or fake. If rejected, consider legal action for defamatory reviews, but focus first on resolving the matter directly with the customer.

Q: Is it legal to pay customers for leaving reviews?

• In most cases, no. Google prohibits incentives in exchange for reviews. Instead, reward your staff for generating genuine feedback, regardless of whether it is positive or negative.

Q: What’s the difference between asking for a review in person vs by email or text?

• In-person requests often have a higher conversion rate because they capture the moment of satisfaction. Email or text is best for follow-up reminders, especially if they include a direct review link.

Q: How do I train my team to confidently ask for online reviews?

• Use role-play sessions to practice scripts from gentle to direct, teach them to spot peak happiness moments, and provide tools like QR codes, email templates, and SMS links to make the ask easier. You can even ask VOICE ChatGPT to help run a training session.

Q: Why do reviews with photos and videos rank higher on Google?

• Google prioritises reviews with rich media because they offer more value to searchers. Encouraging customers to upload photos or short videos can make your listing more engaging and credible.

Q: How can I make review requests feel like a natural part of the customer journey?

• Introduce the idea early, such as in welcome emails or during service updates, then follow up at the right time. When it’s part of the flow, customers expect it and are more likely to respond.

Q: How do I stop my competitors from leaving fake reviews on my profile?

• Regularly monitor your reviews and report suspicious ones to Google. Provide evidence that the reviewer has no record of being a customer, and maintain a strong base of genuine reviews to dilute any fakes.

Q: What’s the best way to thank customers who leave a review?

• Thank them promptly and personally, either with a quick email, a public reply on the review platform, or a handwritten note for extra impact. Public gratitude encourages others to leave reviews too.

Q: How many reviews does a business need to be considered trustworthy online?

• Research shows that customers often look for 20–50 recent reviews to trust a business, but more is better. Aim for a steady flow of new reviews each month rather than a one-time push.

THE BIGGEST SUCCESS TIP – Practice and Repeat your favourite set of review asking phrases hundreds of times so the words come out and sound more natural. Stand in front of a mirror or  repeat them as you go for a walk or run,