Refund response generator
Handle refund requests with clarity and empathy, whether you are approving, denying, or offering a partial resolution.
Review the refund case before you reply
Assess risk, stay inside your refund policy, and draft private and public responses using 1 KindReply credit.
Uses 1 KindReply credit per generation. KindReply provides recommendations and drafts only. It does not issue refunds, update orders, or send messages.
Clarify the outcome
State whether the refund is approved, denied, partial, or still under review.
Explain the reason
Use short policy language customers can understand.
Offer a next step
Provide timeline, confirmation, credit, or escalation path.
Copy-ready starting points
Refund approved
Hi [Name], Thanks for reaching out. We reviewed your request and approved the refund for [order/product]. You should see the refund processed to your original payment method within [timeframe]. If it does not appear by then, please let us know and we will help check the status. Best, [Name]
Refund not available
Hi [Name], Thank you for contacting us. I understand why you are asking for a refund. After reviewing the request, we are not able to issue a refund because [short policy reason]. What I can offer is [credit/alternative/help]. I know this may not be the answer you hoped for, but I wanted to be clear about the available options. Best, [Name]
Before you send it
- Do not bury the refund decision at the end.
- If denying a refund, pair the policy with one useful alternative when possible.
- Include timing and payment method details when approving a refund.