Refund approval email
A refund email has one job: remove the need for a follow-up. That means stating the exact amount, where it's going, and when it will arrive: the three questions every customer emails back about when any of them is missing.
Subject: Your refund of [amount] is on its way
Hi [first name], Your refund has been processed: Amount: [amount] Refunded to: [payment method, e.g. "the Visa ending in 4242"] Expected arrival: [timeframe, e.g. "3–5 business days, depending on your bank"] You don't need to do anything. It will appear on your statement as [statement descriptor]. If it hasn't arrived by [specific date], reply to this email and I'll chase it with our payment provider. [your name]
Replace every [bracketed] placeholder before sending. The brackets are there so an unfilled field is impossible to miss.
How to use this template well
- Give a specific "chase it" date. It stops the anxious day-three follow-up and tells the customer you're not disappearing after the refund.
- Name the statement descriptor: refunds that show up under an unfamiliar company name generate their own support tickets.
- Skip the sales pitch. A refund email with a discount code attached reads as not listening.
Related templates
Refund denial emailSay no clearly, cite the specific reason, and offer whatever you can actually do.Billing error apology emailFor overcharges: the wrong amount, the right amount, and the correction, already done.Subscription cancellation confirmation emailConfirm the cancellation cleanly: the last email is the one they remember.
Your team's replies, one snippet away.
Repliqo turns templates like this one into shared snippets your whole team inserts in two keystrokes, with variables that fill in the customer's name automatically.