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.