5 Great Refund Email Templates To Copy & Paste

Handling refunds is a key part of the customer experience.

To make it simple, we’re breaking down five refund email templates you can use for your own business.

Having a solid template on hand helps you respond with clarity and confidence every time.

Tips for Writing Refund Emails

Here are a few things to keep in mind to make your refund emails effective and on-brand.

• Get straight to the point. Your customer wants to know their refund is processed. Lead with the good news—confirm the refund and state the amount clearly in the first sentence or two.
• Keep it brief. No one wants to read a novel when they're waiting for their money back. A few concise sentences are all you need to convey the necessary information.
• Set clear expectations. Tell them exactly when and how they’ll receive their money. For example, “You’ll see the credit on your original payment method within 5-7 business days.” This clarity builds trust.
• Close gracefully. Avoid a hard sell. A simple, genuine closing that leaves the door open for future business is best. Thank them for giving your product a try.

Types of Refund Email Templates We Will Cover

1. Order Cancellation Email Template
2. Product Return Email Template
3. Service Refund Email Template
4. Subscription Cancellation Email Template
5. Overcharge Refund Email Template

5 Refund Email Templates

1) Order Cancellation Email Template

<template>

Subject: Your order [*Order Number*] has been canceled

Hi [*Customer Name*],

This email confirms that your order, [*Order Number*], has been successfully canceled as you requested. A full refund of [*Refund Amount*] has been issued to your original payment method.

You can expect to see the funds back in your account within [*Number of Business Days*] business days. If you have any questions, feel free to reply to this email.

We hope to see you again soon.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

2) Product Return Email Template

<template>

Subject: We've received your return for order [*Order Number*]

Hi [*Customer Name*],

Just a quick note to let you know we’ve received your returned item(s) from order [*Order Number*]. A refund of [*Refund Amount*] has been issued to your original payment method.

You can expect to see the funds back in your account within [*Number of Business Days*] business days. If you have any questions about your return, feel free to reply to this email.

Thanks for giving our product a try. We hope you'll find something else you love in the future.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

3) Service Refund Email Template

<template>

Subject: Your [*Service Name*] service has been canceled and refunded

Hi [*Customer Name*],

This email confirms that your [*Service Name*] service has been canceled as requested. We’ve issued a refund of [*Refund Amount*] to your original payment method.

You should see the credit in your account within [*Number of Business Days*] business days. If you have any questions about your refund, please don’t hesitate to reply to this email.

We're sorry to see you go, but we appreciate you giving our service a try. We hope we have the opportunity to work with you again.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

4) Subscription Cancellation Email Template

<template>

Subject: Your [*Subscription Name*] subscription has been canceled

Hi [*Customer Name*],

This email confirms your [*Subscription Name*] subscription has been successfully canceled. A refund of [*Refund Amount*] has been issued to your original payment method.

You can expect to see the funds back in your account within [*Number of Business Days*] business days. Your access to the subscription benefits will end immediately. If you have any questions, feel free to reply to this email.

We're sorry to see you go, but we appreciate you being a subscriber. We hope to see you again in the future.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

5) Overcharge Refund Email Template

<template>

Subject: We've issued a refund for an overcharge on order [*Order Number*]

Hi [*Customer Name*],

We're writing to let you know that we identified an overcharge of [*Refund Amount*] on your recent order, [*Order Number*]. We sincerely apologize for this error.

We have already processed a full refund for the overcharged amount, and it has been sent to your original payment method.

You can expect to see the credit in your account within [*Number of Business Days*] business days. If you have any questions, please feel free to reply to this email and we'll be happy to help.

We appreciate your understanding.

All the best,

[*Your Name*]

[*Your Title*]

[*Company Name*]

</template>

What About Using Flodesk?

While these refund templates are a great start, sending them effectively requires the right tool. Flodesk offers intuitive email marketing tools built for small businesses, helping you grow your email list and communicate with your audience. Without any coding or design skills, you can create, send, and automate emails that keep your customers engaged.

Trusted by thousands of businesses, Flodesk helps both beginners and experts send professional, effective emails in a straightforward way. With an easy-to-use email builder, powerful automations, and beautiful forms, our platform gives you everything you need for your email marketing—without the complexity.

Wrapping Up

Handling refunds is a key part of maintaining customer relationships. Use these templates as a starting point to communicate clearly and professionally every time.

When you're ready to send and automate your emails, Flodesk provides the tools to do so. Sign up to start creating your own on-brand communications.