Check a return against your shop policy and reply Prompts

Checks a return or refund request point by point against your own shop policy and drafts a friendly, clear reply for you to approve.

Area: Customer service
Level: Beginner
Good for: Edge cases such as a just-missed deadline or used goods
Offer an exchange where it suits both sides better
Consistent decisions across the support team

How it works

Paste your return and refund policy word for word.
Add the request and order details without names or addresses.
Decide yourself and trigger any refund only in your shop system.

To copy

Check this return request against our return policy and draft a reply. Do not trigger anything and do not promise a payment I have not approved.
Our return and refund policy (exact wording):
[paste policy]
Order: [order details, e.g. item, order date, delivery date, condition]
Customer request:
[paste request]

Steps:
1. List every condition from our policy that matters here (deadline, condition, exceptions, return shipping costs, refund method) and check each one: met, not met, unclear. Quote the passage from the policy.
2. Name missing details we need before deciding.
3. Suggest a decision: accept, offer an exchange, partial refund, decline or ask back, with a short reason.
4. Point out where statutory rights such as withdrawal or warranty might go beyond our policy; I will check that myself.

Reply draft: friendly, 120 words at most, decision first, then the customer's next steps.
Rules: stick to the pasted policy only. Do not invent deadlines, fees or goodwill promises.