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  • Refund request response email templates

Refund request response email templates

Product returns, cancellations, and refunds are the reality of running an online business. While you obviously want to avoid issuing refunds as much as possible, some customers will not be happy with your product – no matter how good you think it is – and will ask for their money back. There might be a variety of reasons why customers request refunds. They may have decided your product or service isn’t right for them, or it might not be the right time to use it.

Refund request response email templates


Whatever the reason, how you respond to those refund requests often becomes a deciding factor in their overall experience with your business. If you’re not sure how to handle refunds with grace, take advantage of our ready-made refund request response email templates that can in handy when crafting your own responses.

How to handle refund requests from customers to maintain customer trust

1. Make sure you have a clear refund policy

Clearly define your refund policy and make sure it’s easily accessible on your website (like in your customer portal). The policy should include all the conditions, deadlines, and acceptable reasons for a product return. This way you can always point customers back to your policy whenever someone requests a refund. Otherwise, you lack the authority to decline refunds in the first place.

2. Respond to refund requests quickly

When you get a refund request, act as quickly as possible. Since the customer is already unhappy with their experience, waiting for your response for too long might only frustrate them more. If you’re not sure how to proceed, let them know you’ve acknowledged their request and will get back to them as soon as you can.

refund request reject

3. Keep your cool and stay professional

It’s very easy to become annoyed, frustrated, and defensive when someone speaks negatively about your product or service and demands their money back. None of these emotions will help you resolve the situation and ensure customer satisfaction. Take some time to carefully consider their request and make sure you are responding in a non-confrontational way.

4. Explain your decision

Once you’ve decided how you’ll respond to a customer’s refund request, inform the customer, justify your decision and explain the next steps you are going to take. If you will refund the customer’s money, tell them how and when they’ll receive the refund. If you reject their request, provide an explanation of why it didn’t fall within your company’s refund policy.

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5. Offer an alternative solution

In many cases, you may be able to handle a customer’s refund request in a different way, without actually refunding their money. If you can get a better understanding of the customer’s needs and requirements, you might be able to adjust your offering or propose another solution that might satisfy your customer.

6. Ask for some feedback

A refund request is always an opportunity to get customer feedback. If the reason for a refund is not clear, ask some follow-up questions to find out what they hoped to experience from your product or service and how it failed to meet their expectations. Though it’s not positive feedback, it could give you some valuable insights as to what you can possibly improve to satisfy future customers.

Capterra LiveAgent customer feedback response
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Refund request response email templates

Refund request response email templates are some of the most critical customer service email templates that you should have on hand to ensure you respond to refund requests quickly and professionally.

Basic refund request response

Accepting a refund request

Asking for customer feedback following a refund request

Responding to an angry customer who demands a refund

Negotiating a refund request

Rejecting a refund request

Refund status follow up email

Casual refund status update

Refund not received

Refund request response email templates – Frequently asked questions

Why is it important to handle refund requests properly?

The way you handle product returns and refunds can determine whether or not you can maintain customer relationships and positive customer experiences. In many cases, if the refund process is painless, consumers are more likely to return and recommend your brand due to the positive customer service experience even though your product wasn’t the right fit for them.

What should I include in your refund request response email?

Some of the key points that you can include in your emails when responding to refund requests are:

  • Letting a customer know you’ve received their request.
  • Informing a customer you are working on processing the refund and how long it should take.
  • Providing a clear explanation of why you have to deny their refund request, with a link to your return and refund policy for future reference.
  • Expressing regret that your product or service failed to meet their expectations.
  • Asking for feedback and showing your willingness to improve your product.
  • Offering any further assistance, if they have additional questions.

How can I reject a refund request without frustrating the customer?

Whenever you need to decline a refund, you should act as if you are responding to a customer complaint. Acknowledge their request, show some empathy, provide a concise explanation on why you cannot issue a refund (whether it’s old warranties, missing the refund deadline, the condition of the returned product, etc.), and offer an alternative solution, if possible.

How should I respond if a customer hasn’t received a refund?

If the customer hasn’t received a refund, most of the time, the delay is on the bank’s end. Remind the customer that it may take a certain number of business days to process the refund, depending on the bank’s conditions, and show your clear intentions to resolve the problem, in case the refund doesn’t come through.

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