Free email reply template

Refund Request Reply Template

Confirm a refund, the amount, and when it will arrive. Pick a tone, fill in the details, and copy a reply you can send. This is a written template, not AI output, and no account is needed.

Your details

Warm for most customers, concise when they want the answer fast, formal for contracts and first contact.

Your reply

Anything still in [square brackets] needs a detail from you.

How this reply is built

Each scenario has one written template per tone. The page inserts what you typed into the marked gaps and changes nothing else. No AI is involved, and nothing you type leaves your browser.

These are written templates, not AI-generated text. Read each reply before you send it and adjust it to your own policies. Everything runs in your browser. Nothing you type here is uploaded or stored.

The full template, in each tone

Replace anything in [square brackets] with your own details.

Warm

Hi [Recipient first name], Thanks for getting in touch, and I am sorry this did not work out the way you hoped. I have refunded [Refund amount] for order [Order or invoice number]. It goes back to your original payment method and should show up within [When it will arrive], depending on your bank. If it has not arrived by then, reply to this email and I will look into it right away. Thanks again for giving us a try. [Your name]

Concise

Hi [Recipient first name], Your refund of [Refund amount] for order [Order or invoice number] has been issued to your original payment method. Expect it within [When it will arrive]. Reply here if it does not arrive. [Your name]

Formal

Dear [Recipient first name], Thank you for your message regarding order [Order or invoice number]. We have processed a refund of [Refund amount] to your original payment method. Please allow [When it will arrive] for the amount to appear on your statement. Should the refund not arrive within that period, please reply to this email and we will investigate. Kind regards, [Your name]

Tips for this reply

  • State the amount and the order number so there is nothing to look up.
  • Give the arrival time your payment provider quotes, and say who to contact if it passes.
  • Do not ask the customer to justify the refund after you have already approved it.

Common questions

What should a refund reply include?

The amount, the order it relates to, where the money is going, how long it will take, and what to do if it does not arrive.

Should I apologize in a refund email?

A short, sincere apology is appropriate when the product or service fell short. One sentence is enough.

What if I cannot approve the refund?

Use the polite decline template instead, explain the policy in plain words, and offer whatever alternative you can.

More reply templates

Let inboxr draft these for you.

inboxr drafts the replies and you approve every send. Invite-only early access. Once you are in, your free trial runs 21 days or 100 AI replies, whichever comes first, with no credit card.

Request early access