Refund declined email

Careful email when a refund is not available under policy: explains the reason, avoids argument, and offers escalation.

After review when the digital product was delivered and the refund policy does not allow refund.

Owner note

Tone should be firm but not cold. Do not blame the customer.

{{request_id}}{{policy_reason}}{{refund_policy_url}}{{support_email}}

Fallback

If the reason is unclear, do not send until the owner writes a policy reason.

Do this

Reference a specific policy reason.
Invite reply if there is new information.
Keep it concise.

Avoid this

Do not write aggressively legalistic copy.
Do not close the conversation forever.
Do not offer a new paid product instead of the refund.

Default

Subject

Refund request review result

Preview

We reviewed the request and explain the decision.

Body

We reviewed request {{request_id}}. Based on the refund rules, we cannot approve the refund: {{policy_reason}}. The rules are here: {{refund_policy_url}}. If you have new information or believe we missed something, reply to this email or contact: {{support_email}}.

Before sending

Checks before wiring the template into Resend or the API.

Subject does not reveal the private question or sensitive situation.
Preview text explains the email action without pressure.
CTA points to the correct route and avoids stale links.

After sending

Checks after a test send.

Email reads on mobile without horizontal scrolling.
Plain text version works without images.
Support email is visible but not the only path.