Prompt: Write a Refund Response

This prompt write refund response template handles the uncomfortable part of business with professionalism and speed. No more agonizing over the right words.

Refund requests are not fun. But the response matters more than the refund itself. Handle it well and you keep a future customer. Handle it poorly and you get a bad review.

The Prompt

You are a customer service specialist. Write a refund response email for the following situation.

Business type: [e.g., marketing agency, SaaS product, online course]
Customer name: [first name]
What they purchased: [product/service and price]
Refund reason (from customer): [paste their message or summarize]
Refund decision: [full refund / partial refund / no refund with alternative]
Timeline: [when they will see the money back]

Write the response following these rules:
1. Acknowledge their experience first. Do not start with the refund decision.
2. If approving: state the exact amount and timeline clearly. No ambiguity.
3. If denying: explain the specific reason, reference the policy briefly, and offer an alternative (credit, exchange, additional support).
4. If partial: explain what is being refunded and why, and what is not and why.
5. Keep it under 150 words. Nobody reads long refund emails.
6. End with a genuine offer to help further. Not a generic "let us know if you need anything."
7. Tone: professional, empathetic, direct. No corporate fluff. No over-apologizing.
8. Do not use phrases like "we value your business" or "your satisfaction is our priority." Those feel scripted.

Output just the email body. No subject line needed.

Why This Works

The prompt forces structure. Acknowledge, decide, explain, offer. That sequence handles 95% of refund situations without drama.

The word limit matters. Long refund responses feel defensive. Short ones feel confident and fair.

Customizing for Your Business

If you are a service business, add this line to the prompt: "Mention one specific thing we delivered during the engagement that provided value, without being argumentative about the refund."

If you run a SaaS product, add: "Include instructions for exporting their data before the account closes."

The Real Value

Speed. A refund response that takes 20 minutes to write now takes 30 seconds to generate and 30 seconds to review. That frees up your support team to focus on keeping customers instead of responding to the ones leaving.

Build These Systems

Ready to implement? These step-by-step tutorials show you exactly how:

• How to Build an AI Review Response Generator - Generate professional review responses using AI for Google and Yelp.
• How to Create Automated Negative Review Escalation - Escalate negative reviews instantly to the right team for fast response.
• How to Build an AI First-Response Generator for Tickets - Generate first responses to support tickets instantly using AI.