Email and SMS Templates for Asking for Reviews
Why Templates Matter for Review Collection
The difference between a business that gets 5 new reviews per month and one that gets 50 often comes down to one thing: a systematic, repeatable process for asking.
Most businesses know they should ask for reviews. But without ready-to-use templates, each request becomes a one-off effort that depends on whether someone remembers to send it, what they say, and whether the message is effective. Templates solve this by providing a proven structure that anyone on your team can use consistently.
This guide provides email and SMS templates you can customize and start using today, along with timing advice and personalization tips that maximize response rates.
Email Templates for Review Requests
Template 1: The Simple Direct Ask
Subject: How was your experience?
Hi [First Name],
Thank you for choosing [Business Name]. We hope everything went well.
If you have 30 seconds, we would really appreciate a quick review. Your feedback helps other customers find us and helps us keep improving.
[Leave a Review]
Thank you for your support.
[Your Name]
[Business Name]
When to use: This is your default template. It works for any industry and any interaction. The key is its simplicity: one ask, one action, one click.
Template 2: The Personal Follow-Up
Subject: [First Name], thank you for visiting us
Hi [First Name],
Thank you for visiting [Business Name] on [day/date]. It was great to [reference specific interaction, e.g., help you with your kitchen renovation, serve you at brunch, etc.].
We put a lot of care into every [service/meal/project], and hearing from customers like you helps us know we are on the right track.
Would you mind sharing your experience with a quick Google review? It takes less than a minute.
[Leave a Review]
Thanks again, and we hope to see you again soon.
[Your Name]
[Business Name]
When to use: For higher-value interactions where you have specific details to reference. The personalization significantly increases response rates because it shows the request is genuine, not automated.
Template 3: The Problem-Resolved Follow-Up
Subject: Following up on your recent experience
Hi [First Name],
I wanted to follow up on [the issue you experienced / your recent visit]. I hope our team was able to resolve everything to your satisfaction.
We take every customer experience seriously, and your feedback matters to us. If you felt we handled things well, we would be grateful if you could share your experience in a quick review.
[Leave a Review]
If there is anything else we can do, please do not hesitate to reach out directly.
[Your Name]
[Business Name]
When to use: After successfully resolving a customer complaint or issue. Customers who have had a problem resolved effectively are often among the most enthusiastic reviewers because they appreciate the effort.
Template 4: The Loyal Customer Request
Subject: A quick favor from a longtime customer?
Hi [First Name],
You have been a valued customer of [Business Name] for [time period / since year], and we are truly grateful for your continued support.
If you have a moment, would you consider sharing your experience in a quick Google review? Reviews from customers like you help other people find us, and they mean the world to our team.
[Leave a Review]
Thank you for being part of the [Business Name] family.
[Your Name]
[Business Name]
When to use: For reaching out to your existing loyal customer base who have never been asked for a review. This one-time outreach to established customers often generates a significant batch of high-quality reviews.
Template 5: The Post-Purchase Email
Subject: Your order from [Business Name]
Hi [First Name],
We hope you are enjoying your [product/service]. We would love to hear what you think.
A quick review helps us understand what we are doing right and where we can improve. It also helps other customers make informed decisions.
[Leave a Review]
If you have any questions or need assistance, reply to this email and we are happy to help.
[Your Name]
[Business Name]
When to use: For product-based businesses or e-commerce. Send 3-7 days after delivery to give the customer time to use the product.
Template 6: The Follow-Up Reminder
Subject: Quick reminder: we'd love your feedback
Hi [First Name],
A few days ago, we sent a note asking about your experience with [Business Name]. We know things get busy, so this is just a gentle reminder.
If you have a minute, a quick review would mean a lot to us.
[Leave a Review]
No worries at all if you cannot. We appreciate your business either way.
[Your Name]
[Business Name]
When to use: Send 3-5 days after the initial request if the customer has not responded. This should be the only follow-up. Do not send a third request.
SMS Templates for Review Requests
SMS messages should be short, personal, and include a direct link. Character count matters because longer messages may be split into multiple texts.
Template 1: The Quick Thank-You
Hi [Name], thanks for visiting [Business Name] today! We'd love a quick review if you have a moment: [link]. It really helps us out. Thank you!
Template 2: The Specific Reference
Hi [Name], thanks for choosing [Business Name] for your [service type]. Hope everything went great! If you have 30 seconds, a Google review means a lot: [link]
Template 3: The Follow-Up
Hi [Name], just a quick follow-up from [Business Name]. If you had a good experience, we'd really appreciate a review: [link]. Thanks for choosing us!
Template 4: The Post-Appointment
Hi [Name], thanks for coming in today! Your feedback helps us improve. If you have a moment: [link]. We appreciate it!
Timing Best Practices
When you send your review request matters as much as what you say.
For SMS
- Best timing: Within 1-2 hours of the interaction
- Good timing: Same day, during business hours
- Acceptable: Next morning before noon
- Too late: More than 48 hours after the interaction
For Email
- Best timing: Same day, within a few hours of the interaction
- Good timing: Next morning between 9-11 AM
- Acceptable: Within 48 hours
- Too late: More than a week after the interaction
Day of Week
- Best days: Tuesday, Wednesday, Thursday
- Acceptable: Monday, Friday
- Avoid: Saturday and Sunday (lower open rates for business-related emails)
Time of Day
- Best window: 10 AM to 2 PM local time
- Secondary window: 6 PM to 8 PM (for evening businesses like restaurants)
- Avoid: Before 8 AM, after 9 PM, and during typical lunch break (12-1 PM)
Personalization Tips That Increase Response Rates
Generic messages get generic results. Here is how to make your requests more effective:
Use their first name. Always. This is the minimum level of personalization.
Reference the specific interaction. "Thank you for your oil change today" is better than "thank you for visiting." Specificity shows the request is genuine.
Include the staff member's name. "Sarah mentioned you were happy with the results" adds a personal touch that feels like a real follow-up, not a mass message.
Match the tone to your brand. A casual cafe should sound different from a law firm. Use language that matches how your business communicates in person.
Keep it short. Every extra sentence reduces the likelihood of action. Get to the point quickly, especially for SMS.
What to Avoid
Do not bundle with marketing. Review requests should be standalone messages. Combining them with promotional offers or newsletters dilutes the ask and reduces response rates.
Do not send to unhappy customers without a gating step. Use a tool like Opineko to first gauge satisfaction. Route happy customers to the review link and unhappy customers to a private feedback form.
Do not use overly formal language. "We cordially request that you take a moment to provide feedback regarding your recent patronage" is not how people talk. Be natural and direct.
Do not forget the direct link. Every review request must include a clickable link that takes the customer directly to the review form. No extra steps, no searching required.
Do not send more than two messages total. One request plus one follow-up is the maximum. Anything more feels like spam.
Automating Your Review Requests With Opineko
Manually sending review requests after every customer interaction is unsustainable. Opineko automates the process:
- Create a QR code and feedback link for your business
- Share it at the point of interaction (printed cards, receipts, table tents, or digital follow-ups)
- Customers rate their experience on your branded landing page
- Happy customers are automatically routed to Google, Yelp, TripAdvisor, Facebook, or Trustpilot
- Unhappy customers submit private feedback that comes directly to you
This approach combines the effectiveness of a personal ask with the consistency of automation. You never miss an opportunity to collect a review, and you never risk sending a dissatisfied customer to a public review platform.
Key Takeaways
- Use templates as starting points and personalize them for each customer interaction.
- Send requests within 24 hours of the interaction for highest response rates.
- SMS for immediacy, email for detail. Use whichever channel you already communicate on.
- One request plus one reminder is the maximum. Never send three.
- Always include a direct link to the review form. Remove every possible friction point.
- Use Opineko to automate the collection process while maintaining personalization through branded landing pages and smart routing.
Frequently Asked Questions
When is the best time to send a review request?
The best time to send a review request is within 24 hours of the customer interaction while the experience is still fresh. For SMS, within 1-2 hours of service yields the highest response rates. For email, same-day or next-morning sends perform best. Avoid late evenings and weekends. Tuesday through Thursday between 10 AM and 2 PM is the sweet spot for email open rates.
How many follow-up review requests should I send?
One initial request and one follow-up reminder is the maximum. Sending more than two messages feels like spam and can damage the customer relationship. If a customer does not respond to two requests, respect their decision and move on. Space the follow-up 3-5 days after the initial request.
Should I use email or SMS for review requests?
SMS has a significantly higher open rate (98%) compared to email (roughly 20%), making it more effective for immediate response. However, email allows for more detail and feels less intrusive. The best approach is to use whichever channel you already communicate with the customer on. If you have both, SMS for the initial request and email for the follow-up is a strong combination.
Can I offer a discount or incentive for leaving a review?
No. Google, Yelp, and most review platforms explicitly prohibit incentivized reviews. Offering discounts, gifts, or other rewards in exchange for reviews violates platform policies and can result in review removal or listing penalties. Focus on making the review process easy and asking at the right moment when customers are naturally satisfied.