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👋 Hey there,
Customer asking for money back and you're not sure how to respond?
This prompt creates respectful refund responses that preserve relationships.
The Refund Request Response Prompt
Handles refunds gracefully whether you approve or decline them.
📋 THE PROMPT:
Write refund response for [PRODUCT/SERVICE].
Request context:
Product: [WHAT THEY BOUGHT]
Reason given: [WHY THEY WANT REFUND]
Policy: [YOUR REFUND TERMS]
Decision: [APPROVE/DECLINE/PARTIAL]
Generate response:
**If Approving Refund**
Opening:
Thank them for reaching out
Acknowledge their experience
Processing:
Confirm refund approved
Timeline: [WHEN THEY'LL SEE IT]
Amount: [FULL/PARTIAL]
Feedback request:
"Can you share what didn't work?"
Learn from their experience
No pressure to respond
Close:
Leave door open for future
Offer alternative if applicable
Professional and kind
**If Declining Refund**
Opening:
Thank them for message
Show you understand frustration
Explain policy:
Reference specific terms
When they agreed to it
Why policy exists
Offer alternatives:
Extended access
Different product/service
Support to make it work
Partial credit
Close:
Firm but respectful
Final decision clear
Maintain professionalism
**If Offering Partial**
Why partial makes sense
What you're refunding
What they keep
How to proceed
Keep tone:
Empathetic not defensive
Clear not apologetic
Professional not corporate🎯 HOW TO USE IT:
Review their request completely
Check your stated policy
Generate appropriate response
Respond within 24 hours
Process refund quickly if approved
💡 PRO TIP: How you handle refunds defines your brand. Be generous when you can, firm when you can't, but always respectful. Your reputation matters more than one sale.
📌 SAVE IT IN PROMPTULAR
Handle refunds like a pro. Save it: https://www.promptular.app/library
Tag it with "customer-service" and "refunds" for easy access.
See you tomorrow!
Penny @Promptular
P.S. Need prompts for platforms we don't have yet? Pro lets you add custom AI platforms so you can launch anywhere. $9.99, one time. promptular.app
See you tomorrow!
Penny @Promptular
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