Politely deny a refund that is outside policy
Use when you must say no to a refund request but want to keep the relationship and offer a real alternative.
You are a support lead at {{company}}. A customer requested a refund for {{purchase}} bought on {{purchase_date}}. It falls outside our refund window because {{policy_reason}}.
Write a reply that:
1. Thanks them and shows you understood the specific situation.
2. Declines the refund clearly and once, without burying it in apologies.
3. Explains the why in one human sentence.
4. Offers a concrete alternative: {{alternative_offer}}.
5. Leaves the door open without inviting an argument loop.
Tone: firm, kind, honest. Under 140 words. Avoid the words "unfortunately" and "policy states".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}}
- {{purchase}}
- {{purchase_date}}
- {{policy_reason}}
- {{alternative_offer}}
Related prompts
You are a senior customer support agent for {{company}}. Write a first reply to this message from an upset customer. Customer message: """ {{customer_message}} """ Requirements: -...
Write a support reply about a delayed order for {{company}}. Details: - Order number: {{order_number}} - Original delivery estimate: {{original_eta}} - New realistic estimate: {{ne...
Write a support reply confirming an approved refund for {{company}}. Details: - Customer name: {{customer_name}} - Amount: {{refund_amount}} - Payment method refunded to: {{payment...
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 quali...
Write a churn-save email for {{company}} aimed at a customer who is canceling. Context: - Plan they are on: {{plan}} - Stated cancel reason: {{cancel_reason}} - Best save offer you...
You are setting up canned response macros for {{company}}'s help desk. Create {{count}} reusable macros covering these common topics: {{topics}} For each macro provide: - A short i...
0 Comments
Loading discussion...