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Reply to eBay Feedback Process Checklist
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Reply to eBay Feedback Process Checklist

Use this template to reply to your customers feedback on eBay.
1
Introduction to Replying to eBay Feedback:
2
Enter checklist details
3
Confirm review type
4
Analyze and Respond:
5
Establish how to respond to the positive review
6
Respond to the customer and add value
7
Respond to the customer
8
Select which reviewer type you are dealing with
9
Establish how to respond to the unhappy customer
10
Give a solution to the unhappy customer
11
Supply the correct information to the unhappy customer
12
Respond to the misguided customer
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Establish how to respond to the rager
14
Supply the correct information to the rager
15
Escalate the rager
16
Escalate the faker
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Make sure the review is recorded
18
Share Review:
19
Share with the company
20
Establish if the review should be shared on social media
21
Confirm if the review should be shared
22
Email department
23
Follow Up:
24
Confirm if a follow-up customer message is needed
25
Send follow up message
26
Sources:
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Related Checklists:

Introduction to Replying to eBay Feedback:


This template will show you how to reply to eBay feedback that you receive from your customers. 

Feedback was one of eBay’s first innovations and it’s still what makes eBay function today.

Each time a customer purchases something on the platform, they are given the opportunity to leave feedback. 

If you’re a seller on eBay and you have a high feedback percentage, it sends strong signals to buyers that it’s safe to purchase from you. It creates trust. 

On eBay, you are only as good as your feedback says you are. 

But how often do buyers leave feedback? 

If a buyer has had a good experience with you on eBay, they are likely to leave feedback 20-30% of the time. But, if a buyer has a bad experience, they are likely to leave feedback about 90% of the time.

So, in a nutshell, dissatisfied customers are more likely to leave feedback than satisfied ones, and the feedback they leave will probably be negative. 

Positive comments are always useful in strengthening customer numbers. But a bad review, even one posted anonymously, could have an adverse impact on your sales. 

So how do you mitigate the negative reviews and increase the positive ones? 

Reply! reply! Reply!

“Reply quickly to messages, including questions before and after sale, complaints and return requests” – Paul Maplesden, WebRetailer 

Replying to all feedback will smooth things out with the unhappy buyer, whilst ensuring that future customers understand the circumstances, too.

Not only that, but replying to feedback shows that you value your customers and the feedback that they leave about your business

This template gives you a process to follow which identifies the best way to respond to your eBay feedback regardless of whether it’s positive or negative.

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Enter checklist details

Complete the following fields to provide top-level information about the review.





Confirm review type

Confirm if the review is positive or negative by answering the below question. 


Analyze and Respond:

Establish how to respond to the positive review

Answer the below question to establish how to respond to the review. 


Respond to the customer and add value

Identify how you can add value to the customer’s review in the field below. 


Respond to the eBay review by copy and pasting the following response script into your reply. 

Make sure you customize the response and adapt it accordingly. 

{{form.Customers_name}}, thank you for submitting your review.

Your review means the world to us, and we wanted to expand on your comments by {{form.I_can_add_value_to_the_customers_review_by…}}

We appreciate your support and value your custom.

We look forward to receiving more reviews from you in the future. 

Thank you again.
{{form.Your_name}}

Create additional template responses by adding a text widget. Find out more here.  

Respond to the customer

Respond to the customer’s eBay review by copy and pasting the following response script into your reply. 

Make sure you customize the response and adapt it accordingly. 

{{form.Customers_name}}, thank you for submitting your review. We appreciate your ongoing support and value your custom. 

We look forward to receiving more reviews from you in the future. 

Thank you again.
{{form.Your_name}}

Create additional template responses by adding a text widget. Find out more here.  

Select which reviewer type you are dealing with

Read the descriptions below and decide which type of reviewer you are dealing with in the drop-down field below. 

People that leave negative reviews, tend to fit into the following categories:

Unhappy. Somewhere along the line things went wrong with this customer. Perhaps you dropped the ball, or you messed up their order. This customer has had a negative experience. 

Rager. A rager will use their words, emotion, and tone to abuse. They leave nasty comments and make threats. This reviewer is a punisher. 

Faker. A faker is someone who leaves a fake review

Misguided. This customer has been misinformed. Their review is based on inaccurate information that they’ve seen, read or heard.


Establish how to respond to the unhappy customer

Answer the following questions to determine how to respond to the unhappy customers negative review. 

Customers review: {{form.Copy_and_paste_the_review_here:}}


Give a solution to the unhappy customer

Identify the solution to the problem the customer is having in the field below. 


Respond to the eBay review by copy and pasting one of the following response scripts into your reply.

Make sure you customize the response and adapt it accordingly. 

Response script 1: No follow-up 

{{form.Customers_name}}, on behalf of {{form.Company_name}}, I’d like to apologize for your bad experience with us. 

To rectify this, we will {{form.What_is_your_solution_to_the_problem?}}. 

Once again, we are sincerely sorry for this and please do not hesitate to reach out to us if this doesn’t resolve your issue.

We are grateful for your feedback as it means we can continue to improve. 

Thank you,
{{form.Your_name}}

Response script 2: Follow-up 

{{form.Customers_name}}, on behalf of {{form.Company_name}}, I’d like to apologize for your bad experience with us. 

To rectify this, we will {{form.What_is_your_solution_to_the_problem?}}. 

Please could you let me know if this resolves your issue? 

We are grateful for your feedback as it means we can continue to improve. 

Thank you,
{{form.Your_name}}

Create additional template responses by adding a text widget. Find out more here.  

Supply the correct information to the unhappy customer

As the customer has been misguided, identify what the correct information is in the field below. 


Respond to the eBay review by copy and pasting the following response script into your reply.

Make sure you customize the response and adapt it accordingly. 

Response script.

{{form.Customers_name}}, on behalf of {{form.Company_name}}, I’d like to apologize for your bad experience with us. 

We’ve had a look into this and we believe you have been misinformed.

{{form.Add_the_correct_information_for_the_unhappy_customer_here:}}

We will make this clearer for future customers.

Once again, we are sincerely sorry for this confusion and any inconvenience this may have caused you. Please do not hesitate to reach out to us if this doesn’t resolve your issue.

We are grateful for your feedback as it means we can continue to improve. 

Thank you,
{{form.Your_name}}

Respond to the misguided customer

As the customer has been misguided, identify what the correct information is in the field below. 


Update the customer with accurate information in your response. Copy and paste the following response script into your eBay review reply. 

Make sure you customize the response and adapt it accordingly. 

Customers review: {{form.Copy_and_paste_the_review_here:}}

Example script.

{{form.Customers_name}}, on behalf of {{form.Company_name}}, I’d like to apologize for the confusion we have caused. 

{{form.Add_the_correct_information_for_the_misguided_customer_here:}}

We will make this clearer for future customers.

Once again, we are sincerely sorry for this confusion and any inconvenience this may have caused you. Please do not hesitate to reach out to us if this doesn’t resolve your issue.

We are grateful for your feedback as it means we can continue to improve. 

Thank you,
{{form.Your_name}}

Establish how to respond to the rager

Answer the following questions to determine how to respond to the rager customers negative review. 

Customers review: {{form.Copy_and_paste_the_review_here:}}


Supply the correct information to the rager

As the customer has been misguided, identify what the correct information is in the field below. 


Respond to the customer by copy and pasting the following response script into your eBay reply.

Make sure you customize the response and adapt it accordingly. 

Example script.

{{form.Customers_name}}, on behalf of {{form.Company_name}}, I’d like to apologize for your bad experience with us. 

We’ve had a look into this and we believe you have been misinformed.

{{form.Add_the_correct_information_for_the_rager_here:}}

We will make this clearer for future customers.

Once again, we are sincerely sorry for this confusion and any inconvenience this may have caused you. Please do not hesitate to reach out to us if this doesn’t resolve your issue.

We are grateful for your feedback as it means we can continue to improve. 

Thank you,
{{form.Your_name}}

Escalate the rager

Monitor this review, but do not respond. 

Escalate this review to your Review manager by sending the below email.

A complaint should always be acknowledged and addressed, but a rager is simply there to incite anger. Don’t feed them the very treat they are seeking. 

Escalate the faker

Select the reasons why you feel this review is fake. You can select more than one reason. 


  • 1

    high number of reviews left on the same day
  • 2

    suspicious language / phrase repetition
  • 3

    abundance of spelling / grammar errors
  • 4

    the reviewers profile

Monitor this review, but do not respond. 

Escalate this review to your Review manager by sending the below email. They will be able to report or flag it to the marketplace as inappropriate.

Make sure the review is recorded

Make sure this review is captured in your review management software or database. 

Share Review:

Share with the company

Share this feedback with the company by sending the below email. 

Establish if the review should be shared on social media

Work through the below list to establish if this review should be posted on social media.

If each sub-task can be checked off, then this review can be sent to the social media manager so they can create a social post, similar to this one:


Assess the review against the below criteria before sending it to the social media manager.

  • 1

    Can the review help to build trust with customers?
  • 2

    Does the review have the potential to grow our reach?
  • 3

    Will the review increase engagement and sales?
  • 4

    Is the review likely to raise brand recognition?
  • 5

    Does the review give us an edge over our competition?

If the review meets the above criteria, send this email to the social media manager, so they can publish the review on social media. 

Confirm if the review should be shared

Complete the following fields to establish if this review needs to be shared with any other department. 


Email department

Answer the following question to determine why you are sending this review to another department. You can select more than one reason. 


  • 1

    I need an answer to a question
  • 2

    I need a solution to a problem
  • 3

    I feel the department can learn from this review and improve

Once you have established the reasons for sending this review to another department, send the email below. 

Follow Up:

Confirm if a follow-up customer message is needed

Confirm if the customers review requires a follow-up response. 


If the answer is ”Yes”, use dynamic due dates to set the date for the follow-up message.

To find out how to set a dynamic due date, check this article out.  

Send follow up message

Time to follow up with the customer! 

Sources:

Sources

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