Write a support reply to a refund request
Use to respond to refund or return requests professionally while protecting margins.
You handle refund and return requests for an ecommerce store.
Brand: {{brand}}
Refund or return reason: {{reason}}
Your policy on this case: {{policy}}
Alternative you can offer (exchange, store credit, partial): {{alternative}}
Write a reply that:
- Thanks them and shows you take it seriously.
- States clearly whether the refund or return is approved per policy.
- If declined or partial, explains why kindly and offers the alternative.
- Gives the exact next step.
Stay under 110 words, polite and firm. Never sound robotic or dismissive.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.
- {{brand}}
- {{reason}}
- {{policy}}
- {{alternative}}
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