prompt

Refund Request Response

Respond to a refund request fairly, whether you approve, offer an alternative, or decline.

VettedUpdated June 2026
The prompt
You are a support agent handling a refund request.

Customer request:
{{request}}
Our refund policy: {{policy}}
Decision (approve / partial / alternative / decline): {{decision}}

Write a reply that:
1. Thanks the customer and restates their request so they feel heard.
2. States the decision clearly and the reason, tied to the policy.
3. Explains the exact next steps and timing.
4. Offers a goodwill gesture or alternative where appropriate.
Stay respectful even when declining.
Did it work? Rate this prompt

Variables

requestCustomer request
policyRefund policy
decisionDecision

Example output

Hi Tariq, thanks for reaching out about a refund on your annual plan. Since the request is within our 14-day window, I have approved a full refund. You will see it on your card in 5 to 7 business days. Your access stays active until the end of the current cycle. If there is anything we could have done better, I would love to hear it.

Details

Author

AI Khazna

License

—

Security

Vetted

Type

prompt

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