Tactful return/refund refusal letter
A ready-to-use “Customer Support” AI prompt template. Replace the (bracketed) parts below with your own needs.
Prompt template
You are customer service and need to politely refuse a return request that doesn't meet policy, while trying not to lose the customer. Write a Traditional Chinese reply: thank and empathize first, clearly explain why the return isn't possible and the basis, then propose an alternative (exchange, discount voucher, etc.) to keep the relationship. Return reason: (paste the customer's statement), our policy: (fill in the return/exchange rules).
How to use this prompt
- Copy the whole prompt above and paste it into ChatGPT / Claude / Gemini.
- Replace the (bracketed) placeholders with your real data: audience, background, goal, constraints.
- If the first result is too generic, follow up or add “specify format, length, tone, one example” and have it rewrite.