How do I politely decline a refund request sample?
When faced with a refund request, it’s important to handle the situation with professionalism and politeness. While you may not be able to accommodate the request, it’s crucial to maintain a positive relationship with the customer. Here’s a sample of how you can politely decline a refund request:
Dear [Customer’s Name],
Thank you for reaching out to us regarding your refund request. We understand that you are seeking a refund for [item/service], and we appreciate your honesty in bringing this matter to our attention.
After carefully reviewing your request, we regret to inform you that we are unable to process a refund at this time. This decision has been made in accordance with our refund policy, which outlines the circumstances under which we are able to provide refunds.
We apologize for any inconvenience this may cause and would like to assure you that we take customer satisfaction seriously. If you have any other concerns or questions, please do not hesitate to contact our customer service team at [customer service email/phone number]. We are here to assist you and are committed to finding a solution that works for you.
Thank you for your understanding and continued support of our business.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
