Free guide for cafés
Reply to your Google reviews in your own voice with ChatGPT Free
Steps written from Google's and OpenAI's help pages on 20 Oct 2026; we'll walk them through in a live account and add screenshots.
What you'll have at the end
A draft reply to each new Google review, written in your voice, that you check and post yourself.
Time needed
About 30 minutes to set up, then a few minutes for each review.
Cost
£0. ChatGPT has a free plan, and a Google Business Profile is free. Checked on 20 Oct 2026 (source 5, source 6).
Free tier: Yes, both.
Before you start
- A verified Google Business Profile for your café. You can only reply to reviews once your business is verified.
- The Google account that manages your Business Profile.
- A free ChatGPT account.
- Your measurements card.
Your measurements card
Fill in the measurements card once: ten short lines about your business, such as your opening hours, your tone and how you sign off. Every prompt below starts with it, so the drafts sound like you.
Steps
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In ChatGPT, turn off model training if you'd rather your chats weren't used to improve OpenAI's models.
Where: Your profile > Settings > Data controls > Improve the model for everyone > switch off
Example screenshot to come. It will show: ChatGPT's Data controls settings with the 'Improve the model for everyone' switch marked. You'll know it worked when the switch shows as off.
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Go to your Business Profile.
Where: Search Google or Google Maps for your café's name, signed in to the Google account that manages it
Example screenshot to come. It will show: A demo café's Business Profile in Google Search, seen by its owner. From source 1
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Open your reviews.
Where: Business Profile > Read reviews
Example screenshot to come. It will show: The list of reviews on the demo profile, with Read reviews marked. From source 1
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Copy the words of one review. Leave out the reviewer's name.
Where: Select the review text and copy it
Example screenshot to come. It will show: One demo review with its text selected. From source 2
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Start a new chat in ChatGPT and paste in prompt 1 below (or prompt 2 for an unhappy review), then your measurements card, then the review.
Where: ChatGPT > New chat
Example screenshot to come. It will show: A new ChatGPT chat with the prompt, card and demo review pasted in. -
Read the draft and change anything that isn't true or doesn't sound like you.
Where: Copy the draft into your notes app, or edit it in the reply box later
Example screenshot to come. It will show: A draft reply with one line edited. -
Keep the reply short and polite, never share anything private about the reviewer, and leave out offers or promotions.
From source 2
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Back on your Business Profile, find the review and select Reply.
Where: Read reviews > Reply, next to the review
Example screenshot to come. It will show: The Reply button next to a demo review. From source 1
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Paste your reply and select Reply.
Where: Reply box > Reply
Example screenshot to come. It will show: The reply box with the checked reply pasted in. You'll know it worked when your reply shows under the review. Google checks replies first, which usually takes up to 10 minutes but can take up to 30 days. The customer is told you've replied.
From source 1
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To change or remove a reply later, find it and select Edit or Delete.
Where: Read reviews > your reply > Edit or Delete
Example screenshot to come. It will show: A posted demo reply with Edit and Delete marked. From source 1
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Pick a regular time each week to go through new reviews the same way.
Where: Your diary
If you'd rather a chat wasn't kept in your ChatGPT history, use a temporary chat. OpenAI says temporary chats aren't used to train its models and are kept for up to 30 days. (source 3)
Ready-to-paste prompts
Paste these into ChatGPT with your measurements card and the review. Never paste the reviewer's name or anything private about them. Check every reply before you post it.
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1. A happy review
Use my measurements card below. Write a reply to this Google review of my café. Thank them in my tone, mention one specific thing they liked, keep it under 60 words, don't use any of the words I never use, and sign off the way I do. Don't add any offers. [paste your measurements card] Review: [paste the review, without the reviewer's name]
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2. An unhappy review
Use my measurements card below. Write a calm reply to this unhappy Google review of my café. Thank them for telling us, apologise for what went wrong without arguing, and invite them to get in touch with us directly. Keep it under 80 words, don't repeat any personal details, don't add any offers, and sign off the way I do. [paste your measurements card] Review: [paste the review, without the reviewer's name]
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3. A mixed review
Use my measurements card below. Write a reply to this mixed Google review of my café. Thank them for what they enjoyed, briefly acknowledge what disappointed them, and keep it under 70 words, in my tone, signed off the way I do. Don't add any offers. [paste your measurements card] Review: [paste the review, without the reviewer's name]
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4. Short thank-yous
Use my measurements card below. Write five different thank-you replies of under 25 words each that I can adapt for short positive reviews, so my replies don't all read the same. Use my tone and sign-off. [paste your measurements card]
Common snags
- If you can't see Reply, check your Business Profile is verified and that you're signed in to the Google account that manages it. (source 1)
- If your reply doesn't show yet, Google may still be checking it. That usually takes up to 10 minutes but can take up to 30 days. If it isn't approved, you'll be asked to edit it. (source 1)
- If ChatGPT adds something that didn't happen, such as a dish, a name or a promise, delete it before you post.
- If a review breaks Google's rules, for example it's spam or offensive, report it instead of replying: Read reviews > Report > choose a reason > Send report. Don't report a review just because you disagree with it. (source 7)
Before you rely on it
General guidance, not professional, legal or clinical advice. Check the vendor's current terms. Not affiliated with OpenAI or Google.
Sources
- Google Business Profile Help: Manage customer reviews (opens in a new tab)
- Google Business Profile Help: Tips to get more reviews (includes tips for review replies) (opens in a new tab)
- OpenAI Help: Data controls in ChatGPT (opens in a new tab)
- OpenAI Help: Keep your history on but turn off model training (opens in a new tab)
- ChatGPT: plans and pricing (opens in a new tab)
- Google: Business Profile (UK), free to create (opens in a new tab)
- Google Business Profile Help: Report inappropriate reviews (opens in a new tab)
Spotted something out of date?
Last checked: . Menus and prices change. If something here doesn't match what you see, report a change and we'll recheck it.
Changelog
- : First version, written from Google's and OpenAI's help pages. Screenshots to come after a walkthrough in a live account.
The full Café Kit
We're putting together the full Café Kit: all three café guides, the ‘same settings in other apps’ sections, more ready-to-paste prompts and a one-page chart of which app fits you. It isn't ready yet.