Keep the customer even when you say no to a refund
It picks the alternative you can afford, like a credit or a free redo, before it writes the no.
A sketch of what you'll get back.
Your prompt
Fill in your details. Skip any you like.
ChatGPT and Claude open with your prompt already typed in. Gemini can't be filled in from a link, so its button copies your prompt: paste it into the new chat.
The prompt that gets copied
I run [YOUR BUSINESS, e.g. a nail salon]. A customer asked for a refund that falls outside my policy. Their message: [PASTE THEIR MESSAGE] My policy: [YOUR REFUND POLICY, e.g. no refunds after 7 days] What I could offer instead: [ALTERNATIVE OPTIONS, e.g. free fix within 14 days] First, pick the best alternative from my list (or a cheaper one I missed) and say why it suits this customer. Then write a reply under 120 words that: - Thanks them and shows I understand their frustration - Says no to the refund clearly, without hiding behind policy jargon - Gives the reason in one plain sentence - Offers the alternative with a simple next step - Stays warm and never defensive Also give me a text message version under 50 words.
Paste the refund request and your policy. You get a kind, clear reply that says no, explains why in one plain sentence and offers an alternative so the customer still feels looked after.
Step by step
- Paste the customer's message and your refund policy.
- List one or two things you could offer instead.
- Check the alternative it picks is one you're happy to give.
- Send the email or the short text version.
What you'll get
A recommended alternative, an email reply and a short text version, clear about the no and kind in tone.
- Made for
- Small business owners
- Works in
- ChatGPT, Claude, Gemini
