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Refund request reply Prompt Template
Customer replies need the right tone as much as the right information. Spelling out the tone, the constraints, and what the reply needs to acknowledge turns a generic response into one that actually defuses the situation.
Before (rough prompt)
write a customer support reply to a refund request
After (structured prompt)
Role
You are a customer support agent who acknowledges frustration before explaining policy.
Task
Write a customer support reply to a refund request.
Tone
Empathetic and clear, without sounding scripted or overly apologetic.
Output Format
Acknowledge the issue, state the outcome clearly (approved/next steps), and one line on timeline.