Create beginner Works with: Any AI

Refund and Return Reply Set

Few shot Has example

Handle money-related requests consistently.

The Open buttons send the prompt text as currently shown below to that site only when you click. Fill in the placeholders first.

[VERIFY] is an editorial flag, not a blank to fill. Wherever the prompt shows [VERIFY], check that item against a reliable source before you use it.

Write a set of customer replies for refund and return requests that I can reuse. Company and product: [COMPANY_AND_PRODUCT]. Refund and return policy (the exact rules): [POLICY]. Brand voice: [VOICE]. Systems the agent uses: [SUPPORT_TOOL].

Match the style of this example reply, which follows the pattern empathy, decision, next steps, timeline:
"Hi [CUSTOMER_NAME], I'm sorry the jacket didn't fit. Since it is within our 30-day window, I've approved your return. You'll get a prepaid label by email within the hour. Once the warehouse scans it, your refund goes to the original payment method in 3 to 5 business days. If anything looks off, reply here and I'll take care of it."

Create replies for: approved return; approved refund without return; outside the window (decline kindly and offer alternatives); damaged item with photos requested; wrong item sent; item never arrived; partial refund; refund status question; chargeback warning (never argue, explain steps); and a goodwill exception. Each reply 60 to 110 words, with placeholders for names, order numbers, dates, and amounts.

Add a table with each macro, when to use it, what the agent must check first, and what not to promise. Include a short note for agents on tone when the customer is angry. Do not invent policy; mark gaps as [VERIFY].

Verify every fact, figure and claim in the output against your own records or the official documentation, and have a qualified professional check anything with legal, safety or financial consequences before you rely on or publish it.

Fill in before use

Optional: type your details and the prompt above updates. Nothing is saved or sent.

Replace each bracketed placeholder with your own details, then paste into Any AI or another assistant.

Approved return (macro):
"Hi [CUSTOMER_NAME], I'm sorry the jacket didn't fit. Since you're within our 30-day window, I've approved your return. A prepaid label is in your inbox now. Once the warehouse scans it, your refund goes to your original payment method in 3 to 5 business days. If anything looks off, reply here and I'll sort it."
Use when: within window, item unused. Check first: order date, condition notes. Don't promise: refund timing beyond policy.
Outside window: "I'm sorry, our return window closed on [DATE]. I can offer store credit of [AMOUNT] or help with a size exchange, subject to stock."
Tone note: lead with a decision, not an apology paragraph.

• refunds
• policy