Decline a refund request politely with reasons
Use when a refund falls outside policy and you must say no without escalating tension.
Write a support reply that politely declines a refund for {{company}}.
Context:
- What the customer asked for: {{request}}
- Policy that applies: {{policy}}
- Why it does not qualify: {{reason}}
- Alternative you can offer: {{alternative}}
Requirements:
- Lead with empathy and a clear, respectful no.
- Explain the policy in plain language, not legalese.
- Offer the alternative as a genuine help, not a brush-off.
- Avoid the words "unfortunately" and "as per our policy".
- Stay kind and firm. Under 140 words.
Output only the reply.Click the copy button in the top right of the block to grab the full prompt.
Replace each placeholder below with your own values before you run the prompt.
- {{company}}
- {{request}}
- {{policy}}
- {{reason}}
- {{alternative}}
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