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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.

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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 come 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, send them a cancellation confirmation message to show your acknowledgment of the issue. Let them know you will get back to them as soon as possible.

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, and send them a nice rejection letter.

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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.

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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

Hi [Name],

Thanks for reaching out. Satisfying our customers is very important to us and I’m sorry our [product/ service] didn’t meet your expectations. I fully respect your decision and can only apologize for any problems your business experienced.

We’ve processed your refund, and you should expect to see the amount credited to your account in about 3 to 5 business days.

If you have any other questions or concerns, just reply to this email, I’ll be here to help you in any way I can.


Accepting a refund request

Hi [Name],

Thank you for reaching out to request a refund on your purchase of [name of product/ service].

I’m sorry to hear that our product didn’t meet your requirements. I completely understand that it isn’t for everyone.

Because your request falls under our refund policy [briefly state refund policy], we will gladly honor your decision. We have issued a refund to your [original payment method]. It may take up to [number of days] to see the amount reimbursed to your account.

If you’re still on the lookout for the right choice for you, please let me know. I’d be happy to talk you through some of our other options and see if any of them feel like a good fit.

Thank you for your time and for giving us a try.

Asking for customer feedback following a refund request

Hi [Name],

I noticed you’ve issued a refund request for [product/ service]. I’m sorry to hear we weren’t able to meet your expectations. We’ve processed your refund and you should expect to see the credit appear on your billing statement within 1-3 business days – depending on your bank.

Is there something we could have done better? What specifically was it about the product that you didn’t like? We’re always looking for customer feedback we can use to improve, so anything you can tell us is helpful.

Thank you in advance!

Responding to an angry customer who demands a refund

Hi [Name],

We’re so sorry to hear you’re not happy with your product, but we also fully respect your decision.

We’ve processed your refund request, and you should expect to see the amount appear in your bank account in the next couple of business days.

Once more, we apologize for the inconvenience this has caused you. In case you’re still in search of a similar product, feel free to reach out as we would love to assist you in finding the right product for you.

Thank you for your feedback, as this will help us improve our [product/ service].


Negotiating a refund request

Hi [Name],

Thank you for reaching out and for bringing this to our attention. I am sorry that you’re disappointed with [name of product/ service]. Could you please let me know what specific issues you’ve encountered? I’d love to help where I can and pass along your suggestions to our team, but I need just a bit more information before doing so.

I understand how it can be frustrating [to purchase a product/ sign up for a service] and not have it meet your expectations, so hopefully, we can get this sorted out for you. If not, I’ll be happy to issue you a refund.

Please let me know how you’d like to proceed.


Rejecting a refund request

Hi [Name],

Thanks so much for reaching out. I’m so sorry the product hasn’t worked out for you.

Unfortunately, our return policy allows for all merchandise to be returned up to 90 days after purchase, in like-new condition. Since your item shows signs of heavy use, we will not be able to refund you. Here is the link to our refund policy in case you need to reference it in the future: [link].

I can, however, provide you with a store credit for your purchase. Please let me know how you would like to proceed.

If you have any questions or concerns, I’d be happy to help.


Refund status follow up email

Hi [Name],

I’m reaching out about the refund you initiated on [date].

Your refund has been deposited into your [original method of payment]. Typically, it takes 3 to 5 business days for the receiving bank to credit the money to your account.

If you don’t see the refund in your account, reply to this email, and we’ll look into it immediately. In the meantime, please let me know if you have any additional questions or concerns — I’d be happy to help!


Casual refund status update

Hey [Name],

Just wanted to let you know that your payment has been refunded. If you paid with PayPal, you will see the refund in your account immediately. If you paid with a credit card, it will take anywhere between [number] business for the refund to be processed on your card.

We sincerely hope that you can find your way back to [brand/ product name] someday, and please let us know if there is any way we can improve our product to make it better!


Refund not received

Hi [Name],

I’m so sorry to hear that a refund hasn’t been deposited into your [original method of payment].

I’ve contacted our accounting department to look into this issue for you. A refund has been issued, but it may take a few days for your bank to process the transaction.

We apologize for the inconvenience this may have caused. In the meantime, feel free to reply to this email with any questions or concerns, and I’d be happy to assist you further.


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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