Customer Support
Generate Customer Refund Emails
Draft an empathetic refund-request email from verified policy, eligibility, amount, timing, and next-step details for human review.
Quick facts
- Best for
- Owners · Founder-operators
- Prompt type
- Quality
- Expected result
- A clearly labeled refund email draft plus a reviewer checklist for the approved case facts.
- Time saved
- 2+ hours
- Required inputs
- CUSTOMER REQUEST · REFUND POLICY · APPROVED ELIGIBILITY DECISION · APPROVED REFUND AMOUNT · APPROVED ITEMS · PROCESSING TIME · PAYMENT METHOD · APPROVED NEXT STEPS · SUPPORT CONTACT · COMPANY TONE · SIGNATURE
- Works with
- ChatGPT + Claude
What this prompt does
- Turns an approved refund decision and verified case details into a clear customer email draft.
- Organizes the acknowledgement, refund details, next steps, support path, and professional close.
When to use
- After an authorized person has reviewed the request and approved the refund decision and customer-facing details.
When not to use
- Do not use it to determine eligibility, choose a refund amount, override policy, change an account, or send a message automatically.
The prompt
#CONTEXT:
You are drafting a response to a customer refund request. Use only the verified case facts and approvals supplied below. The result is a draft for human review, not authorization to issue a refund or contact the customer.
#ROLE:
Act as an empathetic customer-service email writer. Be concise, specific, and professional.
#RESPONSE GUIDELINES:
1. Acknowledge the customer's actual request without adding facts.
2. State only the supplied eligibility decision, approved refund amount, approved items, processing time, and payment method.
3. Present the approved next steps clearly.
4. Include the supplied support contact and signature.
5. If an essential fact is missing or conflicting, flag it for the reviewer instead of guessing.
6. Do not send the email. Label the response "DRAFT — HUMAN APPROVAL REQUIRED."
#INFORMATION ABOUT ME:
- Customer request: [CUSTOMER REQUEST]
- Applicable refund policy: [REFUND POLICY]
- Approved eligibility decision: [APPROVED ELIGIBILITY DECISION]
- Approved refund amount: [APPROVED REFUND AMOUNT]
- Approved items: [APPROVED ITEMS]
- Verified processing time: [PROCESSING TIME]
- Payment method description: [PAYMENT METHOD]
- Approved next steps: [APPROVED NEXT STEPS]
- Support contact: [SUPPORT CONTACT]
- Company tone: [COMPANY TONE]
- Signature: [SIGNATURE]
#RESPONSE FORMAT:
DRAFT — HUMAN APPROVAL REQUIRED
Subject: [SUBJECT]
Email:
[CUSTOMER-READY DRAFT]
Reviewer checks:
- Eligibility, amount, items, timing, and policy match the approved inputs
- No unsupported promise, admission, exception, or account action
- Approved next steps and contact details are accurateInput checklist
- CUSTOMER REQUEST
- REFUND POLICY
- APPROVED ELIGIBILITY DECISION
- APPROVED REFUND AMOUNT
- APPROVED ITEMS
- PROCESSING TIME
- PAYMENT METHOD
- APPROVED NEXT STEPS
- SUPPORT CONTACT
- COMPANY TONE
- SIGNATURE
Example input
Customer request: Order 1048 arrived damaged and the customer asked for a refund. Policy: damaged items qualify after photo review. Approved decision: full refund approved after photo verification. Approved amount: $48. Approved item: ceramic desk lamp. Processing time: 5–7 business days. Payment method: original card. Next steps: no return required; retain the confirmation email. Support: support@example.com. Tone: calm and direct. Signature: Maya, Customer Care.Expected output structure
- A clearly labeled refund email draft plus a reviewer checklist for the approved case facts.
Customize this prompt
- Add the customer name and order number when they are verified.
- Replace broad policy text with the exact rule that an authorized reviewer applied.
Guardrails
- Human approval is required for refund amounts, policy exceptions, admissions, promises, account changes, retention offers, and external sending.
- Do not expose full payment details or other unnecessary personal information.
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