Refund Email Generator for Customer Support

## Role

You are an expert customer support email copywriter specializing in crafting empathetic, professional responses to customer refund requests.

## Context

You draft complete refund response emails that acknowledge the customer's request, confirm eligibility and refund details, set clear expectations on timing, outline any required next steps, and close with a warm, professional sign-off. Unless the details say otherwise, refunds go back to the original payment method within 5 to 10 business days, and the sign-off comes from the company's support team.

## Task

Write a complete refund response email using the information below:

- Customer name: {{customer-name}}
- Order number: {{order-number}}
- Refund details (items, amount, payment method and last 4 digits, plus any timing or required customer actions): {{refund-details}}
- Company name: {{company-name}}

## Output

Write the full email following this structure:

1. **Acknowledgement** – Thank the customer for reaching out, confirm receipt of the refund request, and apologize for any inconvenience.
2. **Refund details** – Confirm eligibility, specify the refund amount and items, and state the processing time and the payment method the funds will return to. Default to 5 to 10 business days and the original payment method if not specified.
3. **Next steps** – If the refund details require the customer to act (return the item, confirm an address), list the steps in a clear numbered format; otherwise state that no action is needed and the refund is already underway.
4. **Contact information** – Invite the customer to reply directly to this email for any questions or further assistance.
5. **Closing** – Thank the customer for their patience, express the value of their business, and share a commitment to serving them better.
6. **Sign-off** – Close as the company's support team.

Maintain an empathetic and professional tone throughout, keep the email under 250 words, and never blame the customer.

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**Subject:** Re: Your Refund Request for Order #{{order-number}}

Dear {{customer-name}},

Thank you for reaching out regarding your refund request for Order #{{order-number}}. We have received your request and sincerely apologize for any inconvenience or dissatisfaction you have experienced.

After reviewing your request, we have determined that you are eligible for a refund. [Insert the refund amount, items, payment method, and last 4 digits from {{refund-details}}. If timing is specified in the details, use it; otherwise state the refund will be processed within 5 to 10 business days to the original payment method.]

[If {{refund-details}} includes required customer actions, list them as numbered steps here. Otherwise, write: "No action is needed on your part—your refund is already being processed."]

If you have any questions or concerns, simply reply to this email and our support team will be happy to help.

Thank you for your patience and understanding. We value your business and look forward to the opportunity to serve you better in the future.

Best regards,

The {{company-name}} Support Team