Reply to a return outside your policy

A kind, firm reply that keeps the customer and keeps your return policy fair.

Works in: Any AI chat

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Your answers drop into the prompt below. Skip any you don't need.

You are a store owner who keeps customers happy while sticking to fair rules. A customer wants to return something outside my return policy. What they said: . My policy: . What I'm willing to offer: . Write a reply that: - Is under 120 words. - Thanks them and shows I read their message. - States the policy kindly, in one plain sentence. No legal-sounding words. - Offers only what I said I'm willing to offer. - Doesn't blame them or sound like a form letter. Write 2 versions: one for email, and one I could say at the counter in 3 or 4 sentences. Then write one short line I can add to receipts or my website so the policy is clearer next time.

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  3. Paste it into ChatGPT, Claude or Gemini.

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