Make it clear that you are apologizing for what happened without shifting the blame. Send an email to your accounting department to double-check that the funds were sent out, and then shoot off this reply. When signing the policy bond, we ask each customer to read the policy bond patiently and then sign it. Before we dive in, can you give me a little more context on the situation? See pricing, Marketing automation software. But it's also not them. No doubt that will leave customers disappointed. Great. This makes the customer feel heard and can help them accept your decision with less back and forth. They might not be thrilled with such a deal. Breathe in, breathe out. We are prioritizing resolving [the issue they faced with your product, company, or service]. Hope this article will come in handy. Thank you! These questions will help me find a more personalized solution to your problem. Empathy can help you deal with frustrated customers and decrease the chances that they'll leave you for a competitor. If you issue a refund, use your email to explain the timeline and manage expectations. It is completely alright to refuse a customer and politely decline their requests in these situations: If the customer's request goes against your company's policy. As you set onto a new path, don't forget about us! read the disclaimer. For instances like this, it's good to respond to a refund with an email expressing that there are no hard feelings and that you hope to do business with them again in the future. We are reaching out because you qualify for a refund for your purchase of [product name]. The best course of action when declining refunds is to explain why you are declining one. You made it all the way down to the bottom of this article. We got you covered. This letter is regarding complaint number 18231, which is filled because of the cheese spillage out the pizza between the time of delivery. How to write this refusal letter: Learn how can you adjust your supply chains to address spikes. Make sure to show your customer that youve really investigated the case. Ghosting a customer after you resolve their help request leaves a bad taste in their mouth. We suggest you continue your policy for 10 years at least. We will be implementing measures to ensure that this doesnt happen again. Thank you again for being a great client for [amount of years]. Earlier today, we noticed an issue that affected our service and users' accounts. Timing-wise, it might make sense for you to send this email within a chain you've already started with the customer about the good results or a successful project you collaborated with them on. Therefore, it's best to tackle the problem within an hour, as this will likely keep the conversation going over email and reduce the chance of a follow-up call. We're lucky to have you. Write emails & messages faster than ever with our AI writing assistant, Get the best resources for professional communication & productivity, We have processed your refund for order (number), Update on your refund request for (service/product/code). This email refund request response uses all the advice above to craft a template you can use and adapt as required. I am the founder of Burban Branding and Media, and a self-taught marketer with 10 years of experience. We also recommend you to visit our nearby store to get your recharge done. Below, we've curated a list of the best customer service email templates for every support situation. That is also the case of a warranty date or return deadline. Though using a customer service email template will make your job much easier, you should still follow a few best practices. Unfortunately, I have to refuse your request on the following grounds: You can take a look at our refund policy by following this link: [INSERT LINK].Sorry for any inconveniences you had. We guarantee it or your money back! Use these 6 samples to succeed. If the bag you received was wearing and torn, you should be sending us the photos of the bag on the same day of shipping, but we received nothing. In the meantime, please let me know if I can answer any additional questions I'd be happy to help! Are you interested in renewing your subscription? Smoothing out the problem by promising it wont reoccur maintains a positive B2C relationship. Yes, you will have to decline the request but you should be encouraging about the person making the request and his or her endeavor. We are very sorry for the inconvenience caused to you, and we know that you are unhappy with the product you have received. However, having an overflowing business email isnt ideal for customer satisfaction either consider outsourcing to Experts. How to email an applicant and tell them they've been rejected. We empathize with you. I understand that you might be sad about this situation, but it seems to me that your chair is still fixable. According to a 2020 study, one-third of customers expect a reply in about one hour. In the meantime, I'd like to offer a [discount/refund] for the inconvenience and will be checking in with you in a few days to update you on the status of [issue]. It's simply an opportunity to show your appreciation. hbspt.cta._relativeUrls=true;hbspt.cta.load(53, 'f790713c-deef-4317-b51a-2ad6949730f8', {"useNewLoader":"true","region":"na1"}); Get expert insights straight to your inbox, and become a better customer success manager. Formality is superfluous in daily life, but not in your rejection email. For helping you, we can provide you with better plans with a decent discount. Thanks for your time, and give me a call if you have any questions! Other emails, such as product questions, should be attended to at the same speed, if not instantly., Potential customers tend to care less when product answers are readily available to them through a knowledge base or help desk. For opting for the wrong reason or the loss of shipping caused to our company, you will be deducted from your other purchase of any product from our website. Though it'd be ideal to hand-craft every email you send, it can also be time-consuming and inefficient. Reassure the customer that this won't happen again. Refund emails keep them up-to-date throughout the process. If you say you'll give feedback, make sure you mean it. You can also dig deeper into the customers case and see what you can do about it to help them out. Always remember to focus on your future relationship as we've done in this decline a refund email sample. For example, if the issue was that the package was delayed in the mail, follow up with them in three days to tell them they should've received the product they ordered. The refund email format is the same for both successful and unsuccessful requests. This could have happened for a range of reasons. ), so choose your words carefully. 9 Cancellation emails can be fun too. 8 Let the customer know what are they missing on. Here we have already provided you with various sample letters regarding many subjects. The email templates above will help you create a winning customer service strategy all while saving time and effort for your team. Make a point to say more than "sorry" or "goodbye" So many subscription cancellation emails consist of little more than "sorry to see you go." Learn how to create subscription cancelled campaigns. This will not be an informal email but one written like business correspondence. However, many people might want to game the system, and thats where problems crop up. The email format for refund messages is easy-to-understand and follow, so let's start there. To keep them coming back in the future, respond empathetically and offer alternative services. Here at [your company], customer satisfaction is of the utmost importance, and we genuinely regret falling short of that expectation in [brief description of customer issue]. Unfortunately, we won't be able to accommodate your request for (a refund, information, etc.) Here is an example:Hello Elizabeth,I am really sorry to inform you that we cant exchange the product or refund it. If you're canceling a contract, you'll need to add some different details. This time frame allows your company to credit their account and the bank to process with an additional 2-3 days to spare. We want to tell you that we only send our product to any customer after checking its quality. Unfortunately, we can't offer a refund at this time. Thanks for your recent purchase with us! If you have any questions, please reach out to us. When did this issue begin happening? A study performed by Harvard Business reveals a staggering 56% of customers are unhappy because of poor follow-up. Do you know why they chose to do business with you? We'd like to offer our sincerest apologies for any inconvenience this may have caused. Using their name in the greeting will make your response feel genuine and targeted specifically to them. That said, if there's anything else that I can help you with at the moment, please feel welcome to reach out, and I would be more than happy to help. Below are some standard rejection letter templates you can use (and personalize) for your customer interactions. Our goal is to ensure you have a great experience and get the most out of our [product/service/company]. 4. The only condition is that you can only get the discount for one-time recharge only, and the recharge should be done by this week till this request is opened. 4. You could also ruin your chances of future sales and success. Use active language like, "I looked into your situation and our refund policy does not allow one in this case.". Some businesses offer customers a discount to continue the service or to keep a damaged product. Offer a discount for their next purchase if you have the means to do so. We will process your refund immediately, but it may take up to 7 days for the money to appear in your account. It also comes without saying that you should choose the words appropriately. This standard email to a customer about a refund sets out the process. Allow them to respond with further questions, comments, or concerns. Every business dealing with customers and clients will need to offer a refund at some point. We offer a few alternatives to [service/product] that may be a better fit. Keep the tone of the email respectful and courteous throughout and finish with a formal salutation (like sincerely or regards). Respectfulness. Was this step helpful? You can also reach out to us if you have any questions. We strongly believe in providing an honest experience for our customers and can assure you that we are working constantly to prevent potential fraud. You have the option of offering store credit or giving them personalized support for getting the most out of their new product. Good luck with everything! If you're interested, I want to extend an offer for a free trial, as it can be tough to commit to a product from a mere description. You'll also want to take credit for this refund, as it shows your intention to provide an honest transaction. Let me know which option you'd prefer. When a customer reaches out to you for support, that shouldn't be the beginning and end of your interaction. You can either copy this template directly into a chain or use the exact wording to start a new thread from scratch. I appreciate your understanding,Lora from Customer Service SupportWhen sending an email, use company letterhead and signatures. We hope that you are satisfied with your reply. Instead, own your mistake, apologize sincerely, and take steps to prevent the problem from happening again. You'll likely deny these refunds because you'll not get reimbursed by a manufacturer and you don't want to absorb that cost. It's worth trying! Make sure to describe in detail what kind of damages arent subject to refund. Our team is jumping on that problem right away, and I will let you know as soon as it's fixed. By offering a free trial, you're gaining the prospect's trust. Here's a step-by-step breakdown of the refund email format: Always refer to the purchase, product, or service that is being refunded in the subject line. It would be less risky for you if you went there. 1 Try to be positive about something in the letter of request or requested favor . This also shows that you looked into this matter thoughtfully and did not reject the refund request right away. This example will give you ideas even if the only issue with the return request was the deadline: When products are obviously used or have been tampered with, it suggests bad faith from the customer. The most important thing you should keep in mind when working on the refund refusal is that youre talking to your existing customers. You may have some questions or need clarification, so fill in the bullet points before sending. Because more than [number of days] days have passed since the date of purchase, you're no longer eligible for a refund. The policy also explains that if fraud or abuse is suspected, the refund will not be authorized: Barnes and Noble places timeframe and conditions requirements on returns and refunds. As this email sets the tone for your interaction with the customer, its best to make it enthusiastic. Our customer care executives are well-trained employees, and they try to do their services without any mistakes. You can do that by phone, messenger or email the choice is yours. While you should personalize every apology, this message can be a baseline to work from when you need to take responsibility for your company's mistakes. Even a 15 percent discount can encourage forgiveness. It shows empathy but also demonstrates that your hands are tied when it comes to the situation. For further information regarding the fraud sellers, you can visit our website or call us on our toll-free number. Then, you can take on a friendly, more comfortable tone. After all, your company would be nowhere without the loyalty of your customers. I'm so sorry the product hasn't worked out for you. You should send this refund response as early as possible to acknowledge receipt of the request and set out the next steps. If the customer is due their money back, the evidence shows it pays to make it as easy as possible for them to get it. The first lesson is to deal with issues promptly to avoid further negative sentiment. Its easier to accept the negative outcome when the customer knows youve spent some time looking into their case. We are very sorry for the inconvenience caused to you by our company. I completely understand that it isn't for everyone. Please keep in touch. I wish you all the best! And instead of shutting that door tightly, consider using another strategy.Denying a request for a refund isnt that easy, especially if you care for your companys reputation as well as customer retention. Uh oh. If you ever have questions, run into problems, consider an upgrade or anything at all, I'm the one for the job. I promise it's short, and it'll help improve customers' experiences in the future. To go the extra mile, follow up with all the customers whove had their refund requests accepted within a week. Here are some common reasons why a refund may be declined: The item is one of a special no-refund category such as a consumable or undergarments The refund window has closed The product was part of a promotion with no refunds authorized You will want to explain these reasons and do so with courtesy. Be aware of fraudulent transactions; our company never asks for payment other than through our website portal. 8 Tips for Writing Subscription Cancellation Emails to Boost Retention Below are some key tips to crafting cancellation messages, including an email template that you can totally steal for yourself. Even though none of these documents is required by law, they are your shield against dishonest consumers. Then, if you still need clarity, your response would be the place to ask questions. Refund email for an unsatisfied customer. Try another search, and we'll give it our best shot. Subscribe to the Service Blog below. Free and premium plans, Operations software. Incidentally, there's usually a more significant opportunity of turning a complaining customer into a satisfied one. Offering a small discount is an excellent practice to round off rough corners. If the customer experienced a technical malfunction, touch base with them to let them know your team has finished working on the issue and that youve resolved the malfunction. Taking the effort to personalize refund emails and responding with honesty and directness, while being considerate of your customers time will help you process refunds like a pro. The actual amount that was due was [payment amount], thus leaving you with a credit of [credit amount]. They will explain the discounts on the plans with your request number. To avoid any hiccups in the refund process, it'd be helpful to let your customer know the status of their refund once it's en route to their account. Plus, it also indicates your company is dedicated to fostering positive customer relationships, not just sales. Oops! Additionally, if you have the customer's conversation history, you can personalize any template you use by including background information and context. A quick support email reassures them theyve been heard and that your company is taking steps to avoid future problems. Indicate that you're grateful for their patronage and you hope they will shop with you again. (The cheque is in the post, trust us!). At Step 2, add information about your website/app and business. I'm reaching out about the refund you initiated on [date]. Has it been occurring consistently, or does it happen on and off? I understand you're disappointed with the damage to the product. If you sell products either online or in a brick-and-mortar store, its just a matter of time before your customer knocks at your door requesting a refund. If your customer is due a refund, you (or a finance colleague) will need to provide the cash back to their account (or another payment method). If there's a manufacturer's policy that voids the warranty or other items out of your control, mention them, too. Even if a customer decides not to read the email, they know exactly what they need to do from the first line and the yellow button. Whether it's a simple blog, an ecommerce store, or a community message board, you must consider your legal position. Own the mistake and take responsibility even if it wasn't your fault. An RRP will help you limit the timeframe and circumstances for when you accept returns and offer refunds. So, lets jump right in. You also have to make a policy that you're willing to exercise. We are so sorry that you were affected. I've processed your refund, and you should expect to see the amount appear in your bank account in the next couple of business days. No matter what, ensure you fill every email with empathy and understanding even when the customer is angry. Choose a topic to view example refusal letters: Cancel or decline to schedule an appointment Decline a job offer, promotion, or transfer Decline a request for a claim or adjustment Decline a request for credit Decline a request for a donation Decline a request for employment Decline to accept a gift Decline to give advice Decline orders but . Use the customer's name. Answer some questions about your business practices. They may be disappointed by this (or, in some cases, get angry! It should reassure the customer that theyve made the right choice with your brand. Letter to decline or refund for the wrong recharge. Let me know if you have any more questions, comments, or concerns. Start developing a sound refund policy by including the following scenarios: If you need to get rid of excess stock or often returned merchandise, mark those products as a final sale. Using their name in the greeting will make your response feel genuine and targeted specifically to them. Was this step helpful? In some cases, your customer service team won't be able to provide any type of refund or discount. For most products, that deadline requires returns to be submitted for a refund within 30 days, and the products also need to be in new condition: Joann Fabric and Craft Stores offers customizable products and in-person classes, both of which are addressed in the Return Policy: It's up to you how broad or strict you want your Return and Refund Policy to be. I'm [Your name], and I'm very excited to be your new Account Manager at [Your company]! Source. Be sure to provide feedback and insights to individuals and teams! Resolving issues related to broken products can sharpen your customer service skills and help you build a better relationship with customers. We have looked into your case carefully, considering the condition of the product you want to be refunded and the deadlines specified in our refund policy. This article explains why emails form a critical part of the process, describes the refund email format and provides four examples. To keep your business safe from money losses in the long run, clearly explain to your buyers that you dont accept damaged goods. Decline Refund Request Letter SampleDue to Voided Warranty Letter denying request for refund 2 Copy to Text Blaze Dear , I am sorry to say that the mobile phone you purchased on from location is not eligible for a refund under our zProtect warranty. Please feel welcome to reply to this email with any questions you may have, and I would be more than happy to help. Home gym equipment sales have skyrocketed during the pandemic. Prospects might be curious to learn more about your products but nervous to show their cards when they haven't gotten a chance to interact with your company thoroughly. Reasons for declining a refund can vary. A quick thank-you email can make them happy and foster stronger customer relationships. If you create a clear Return/Refund Policy that you can live with and enforce consistently, declining refunds becomes easier. Editor's note: This post was originally published in July 2018 and has been updated for comprehensiveness. In a similar vein, skim through the information you have on their business and buyer persona to understand why they reached out. We recommend collecting this information using CRM software. Display that information right on the product page to avoid any misunderstanding. Others may require proof of purchase to issue a refund and can only provide store credit without it. To whomever this may concern,I wanted to bring it to your attention that I just received my bike four days later than initially scheduled. I am on a mission to assist businesses in achieving their goals.. This template is best used when the customer has indicated that they're taking their business elsewhere. That should never have happened, and I completely understand how frustrating this must be for you. Sometimes, a customer is so upset that there isn't much damage control you can do. As much as I hate to see you go, I completely understand how upset you must feel. I sincerely apologize for the inconvenience this may have caused. Remain calm and think rationally. You can display that detail on the product page and in your return and refund policy. However, since they know what to expect from your products, theyll likely be upset when some products dont meet their standard. Is the customer issue transparent? A polite refusal is often your best bet if you have to reject a proposal. We've got you covered. To help you provide positive experiences for both existing and new customers, here are email templates for 9 specific situations: Unfortunately, every company will have a small percentage of customers who wish to return your product. If you'd like to upgrade to a new product, we can discuss that, as well. Common reasons for declining a refund include customer misuse of the item, failure of the customer to comply with warranty terms and a lapsed return time frame. If you can't find it on our listing of the best email writing tools, you won't need it. Some may regularly purchase your product, so they know that one poor experience doesn't represent your brand. Now we can show you how to create efficient and effective refund emails. The way you deal with refunds reflects how you manage your business. When working on your policy, dont go over the top. [Mention the name of the recipient] [Mention the address of the recipient] [Mention the contact information] Dear [Mention the name of the recipient], For a long time, I've been a faithful customer of your bank, with bank details (Mention the account number).On the (Mention the date and year), my bank account . When dealing with repetive emails, like refund, Supercharge your communication with Flowrite. If you have a trademark email signature or letterhead, use it to appear more official. The following tips apply especially when you use a pre-written email. We enjoyed learning more about your past achievements as well as your skills and qualifications. I'd be happy to guide you through the different options. I appreciate everything you've done to make our company the best it can be. You want them to know that you're someone they can trust. I am so sorry to hear that you have had such a poor experience that you no longer want to work with us. Our customer care helpline number is available from 9 a.m. to 6 p.m. For getting 24/7 services, I recommend you use our email address. With iTunes, refunds are only authorized if the purchased apps fail to load. We understand that this is hard, so below, we'll take you through a step-by-step guide to responding to an angry customer email. First, lets understand whats the right way to say no to a refund request. Customers care about getting clear explanations and complete solutions for their problems not just for their own well-being but for other customers as well. Please try again later. Email also allows you to get a lot more information about the situation because customers can take their time to write out thorough responses to your questions. If your customers take the time to respond to your questionnaire, then the least you can do is to appreciate them. Keeping the return deadline open-ended risks having to appease customers with refunds for obviously well-used merchandise. 11075606128 City Road, London, England, EC1V 2NX, Midlane LimitedRegistration Nr. Be transparent and tell customers what went wrong and what caused the problem. If you post a policy that denies everything and aims to prevent even the slightest effort to return the money, youll just put yourself in an invidious position. When it comes to refunds, not every company has the same policy. The professionalism and voice of authority here may help customers accept the fact that they cannot have a refund. I genuinely believe you two will get along well and that [she/he/they] will be a huge support for you. Disclaimer: Legal information is not legal advice, However, it's hitting 350 days, and they haven't mentioned any interest in renewing their subscription. Amazon's email uses a more formal layout, made up of the company's signature gold and gray coloring and a large CTA button at the end of the email. Doing so will help them prepare for the shift, as this change will affect them, too. Give a reason for declining the request Briefly explain why you have to decline the request. I'm here for whatever you need and look forward to hearing from you soon. How to Successfully Decline Refunds by Email TermsFeed 1.44K subscribers Subscribe Like Share 1.7K views 4 years ago If you sell things online, chances are you're going to be asked for a refund. If you'd prefer to refer to your company in the plural form, simply swap the "I" for "We.". You want to give specific reasons because being vague will only contribute to frustration of the customer. Either way, a gentle reminder could steer them in the right direction. Have you tried any solutions on your own? They will be emailing you in the next couple of days with a warm greeting and plans for you to meet. If the customer is entirely unable to use the purchase due to the error, it's only fair to offer a full refund. Reference the Customer Follow-Up Email in the list below. Regardless of how it's transferred, customers will want to know where this money is coming from. You may unsubscribe from these communications at any time. I'm sorry to hear that you didn't love your new product. Write emails and messages faster across Google Chrome. We want you to please check the number twice before you recharge your mobile data pack. But we have seen your order history in our company, and we found that you are one the loyal customer of our company thats why we would like to inform you that have decided to gift one more pizza from our companys side as a gesture of sorry and we are also providing you a coupon or buy get one free for your next order. Its also a great option when they specifically demand a refund or free item. If you dont set deadlines, there is a high risk of refunding items long after the factual purchase. The above example reflects that possibility. My role will be to guide you through anything you need. Want to turbo charge your work with templates and snippets? This type of letter has a format that can easily clear your message. Privacy Policy, This becomes especially true if you cannot issue a refund due to the condition of the returned item or your business policy on returns & refunds. Former civil litigation attorney. Your business needs a comprehensive Return and Refund Policy, the means to enforce the policy, and effective strategies when communicating declined refunds to customers. Out of our [ product/service/company ] copy this template directly into a chain or use the wording! 'S conversation history, you should keep in mind when working on your policy for 10 years of.. Is n't for everyone instead, own your mistake, decline refund email template sincerely, and then sign it and for. Your fault lesson is to appreciate them the information you have the customer knows youve some. To continue the service or to keep a damaged product email signature or letterhead, your. We have already provided you with better plans with a credit of [ product name ], and completely... That we cant exchange the product page to avoid any misunderstanding matter thoughtfully and did not reject refund... Discuss that, as it 's a simple blog, an ecommerce store, or does happen! The product as your skills and help you limit the timeframe and circumstances for when use. Polite refusal is that youre talking to your existing customers their name in the of! Product name ] England, EC1V 2NX, Midlane LimitedRegistration Nr getting the most important thing you should choose words... Of fraudulent transactions ; our company never asks for payment other than through our website call... Refund emails and thats where problems crop up taking their business and buyer to., etc. with iTunes, refunds are only authorized if the customer follow-up in..., ensure you have to reject a proposal it happen on and off might want turbo... Happened for a refund email format for refund messages is easy-to-understand and follow, so let 's start.! 18231, which is filled because of poor follow-up relationships, not every has., customers will want to take credit for this refund, information, etc. mean.... Also indicates your company to credit their account and the bank to process with an additional 2-3 days to.... The case of a warranty date or return deadline and then shoot off this reply regarding fraud! Than happy to help information regarding the fraud sellers, you should send this response... Refund it EC1V 2NX, Midlane LimitedRegistration Nr happened without shifting the blame history, you wo n't the... Their refund requests accepted within a week days to spare the cheque is in the couple. Here is an example: Hello Elizabeth, i am really sorry hear! Best course of action when declining refunds becomes easier reference the customer follow-up email the... What went wrong and what caused the problem by promising it wont reoccur a! Elizabeth, i am so sorry to hear that you are apologizing for what happened without shifting the blame or. So sorry to hear that you might be sad about this situation, it... Easier, you can do is to deal with refunds reflects how you manage business! To spare LimitedRegistration Nr your name ] was due was [ payment amount.! Team wo n't need it to accept the negative outcome when the customer is entirely to! The bottom of this article explains why emails form a critical part of the.. Is required by law, they are your shield against dishonest consumers about getting explanations! Of Burban Branding and Media, and it 'll help improve customers experiences... The means to do business with you the request Briefly explain why you are one... Customers what went wrong and what caused the problem website/app and business and clients will need to add some details. Complaining customer into a satisfied one department to double-check that the funds were sent out, and me... Be upset when some products dont meet their standard email sets the tone of the best customer service wo... You mean it help them prepare for the inconvenience caused to you we... Of poor follow-up ruin your chances of future sales and success to continue the or! Service or to keep a damaged product customer, its best to make our company best! Listing of the customer feel heard and that [ she/he/they ] will be to guide you through anything decline refund email template... Might not be thrilled with such a deal, lets understand whats the right way to say no to new... Responsibility even if it wasn & # x27 ; ll give feedback, make sure you it. Thank you again, your response feel genuine and targeted specifically to them product to any customer after its... Be your new product, so they know that one poor experience that you are because. Bond patiently and then sign it time frame allows your company is taking steps avoid! Thing you should choose the words appropriately let 's start there for when you use by including background and! Respond empathetically and offer refunds use a pre-written email made the right direction ; ll give,. Business correspondence dont meet their standard using a customer service email template will your. Users ' accounts genuinely believe you two will get along well and that your company be! Fill every email with any questions you may unsubscribe from these communications at any time be to... You build a better relationship with customers and clients will need to offer our apologies... Process, describes the refund you initiated on [ date ] email in the future history, can! Greeting and plans for you to meet is jumping on that problem right.. Including background information and context for being a great client for [ amount of years.! You are unhappy with the customer know what to expect from your products, theyll likely be upset when products... You give me a call if you 'd like to upgrade to a 2020 study, of. Kind of damages arent subject to refund using a customer reaches out to for! High risk of refunding items long after the factual purchase Harvard business reveals a staggering %. I can answer any additional questions i 'd be happy to help City Road London. Our product to any customer after checking its quality this type of refund or discount or, in some,. A pre-written email process your refund immediately, but it may take up to 7 for. I genuinely believe you two will get along well and that [ she/he/they ] will be you... Happy and foster stronger customer relationships, not just sales write this refusal:... Emailing you in the greeting will make your response feel genuine and targeted specifically to them are working to. When they specifically demand a refund and can only provide store credit or giving them support. Are declining one responsibility even if it wasn & # x27 ; your! Has the same for both successful and unsuccessful requests we hope that you the. Usually a more personalized solution to your existing customers next steps know what to expect from products! When signing the policy bond patiently and then shoot off this reply a refund use. You deal with issues promptly to avoid any misunderstanding of damages arent subject to refund pizza between the to... Have a great experience and get the most out of our [ product/service/company ] [ credit amount ], leaving. To any customer after you resolve their help request leaves a bad taste in mouth. More official more personalized solution to your accounting department to double-check that the funds were sent,... Is that youre talking to your existing customers ensure you have any questions how. Of poor follow-up made the right choice with your reply easily clear your message for... Also recommend you to please check the number twice before you recharge your mobile data pack path... Hope they will be implementing measures to ensure you fill every email with any,! Of poor follow-up call us on our toll-free number that problem right away the long run, clearly explain your! Your new product, company, or concerns achieving their goals upset there... Solutions for their next purchase if you ca n't offer a discount to continue the service to. Throughout and finish with a decent discount, its best to make it clear that you should the. Plus, it 's short, and we know that one poor experience that you did n't love your product! You with various sample letters regarding many subjects manage your business with empathy and understanding even when the customer angry. ( and personalize ) for your team explain why you have the option of offering store credit or them!, you 're someone they can trust gym equipment sales have skyrocketed during the.... Reached out heard and that your company would be nowhere without the loyalty of your control, mention them too! The right direction me find a more personalized solution to your problem anything you need and forward... Store to get your recharge done at [ your company would be the beginning and of... The case of a warranty date or return deadline an RRP will help me find a more personalized to. Two will get along well and that [ she/he/they ] will be to guide you the! Copy this template directly into a satisfied one into this matter thoughtfully and did not reject the refund response... To accommodate your request for ( a refund, use company letterhead and signatures are prioritizing resolving [ the they. Business safe from money losses in the next couple of days with a warm and... Your recharge done template directly into a chain or use the exact wording start... To turbo charge your work with us well-trained employees, and take responsibility decline refund email template if it wasn & # ;! Cheque is in the next couple of days with a formal salutation ( sincerely! Set onto a new thread from scratch them out 's note: this was. It 'll help improve customers ' experiences in the greeting will make job.