Refund and Cancellation Response
Handles a refund or cancellation request in a way that keeps the relationship, with the four pushbacks answered and a decline that does not become a public review.
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Running it, start to finish
- Paste the request, your actual policy, and the customer context.
- Pick the reply that matches the situation and send it the same day.
- File the internal note so the reasons can be counted later.
What you get back
The output this produces, every time.
- Sorts the request into the four situations it can actually be, so a budget problem is not answered with a policy quotation.
- Puts the question about why after the confirmation, which is the only point at which the answer is honest.
- Writes a decline that states the decision early and names an escalation route.
Getting better results
Where this usually goes wrong, and how to avoid it.
- Approve quickly when you are going to approve. A refund granted after three exchanges costs the same money and all of the goodwill.
- Do not retain in the same breath. An offer to stay attached to a refund confirmation reads as a condition, and it is what people screenshot.
- Log the reason every time. Refund reasons are the cheapest product feedback you will ever collect and almost nobody aggregates them.
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Written for The AI University. Every prompt in this library is original work — authored, tested and revised here, not collected from elsewhere. 365 of them, free with an account.