Acknowledge the Return of an Item For Exchange, Refund or Credit
Letter #1
Thank you for contacting us about returning your [item name]. We understand that sometimes things don't work out as planned, and we're here to help. To ensure a smooth return process, please review our return policy on our website [link to return policy].
Once you've reviewed the policy, you can initiate your return by replying to this email or calling us at [phone number]. We'll provide you with a return authorization number and any additional instructions.
We appreciate your business and look forward to assisting you further.
Letter #2
We've received your request to return the [item name]. We're sorry to hear it didn't meet your expectations. To expedite your return, please include the original packing slip with the returned item and send it to: [return address].
Upon receiving your return, we'll process your request according to your preference (exchange, refund, or store credit) within [number] business days. You'll receive a notification email once your return is complete.
If you have any questions, please don't hesitate to contact us.
Letter #3
Your request to return the [item name] has been approved. A pre-paid return label is attached to this email for your convenience. Simply print the label, affix it to your package, and drop it off at your nearest carrier location.
Once we receive your return, we'll process your request according to your preference (exchange, refund, or store credit) within [number] business days. You'll receive a notification email once your return is complete.
Thank you for choosing [Your Company Name].
Letter #4
We've received your request to return the [item name]. While we're disappointed it didn't work out, we're happy to help! A pre-paid return label is attached to this email for your convenience. Simply print the label, securely attach it to your package, and drop it off at your nearest carrier location.
Once your return arrives, we'll process your request for [exchange, refund, or store credit] (as you selected) within [number] business days. We'll send a confirmation email once everything is complete.
Is there anything else we can assist you with today? We're always happy to help!
How to Write this Acknowledgment Letter: Expert Tips and Guidelines
Since the reader may be dissatisfied or defensive, make this letter especially courteous. You may wish to apologize for the inconvenience, but emphasize that you are making restitution. Provide clear instructions and links to relevant resources. Maintain a helpful and understanding tone. Remove redundancies and rephrased sentences for a clearer message. Included clear calls to action in each letter.
Steps
- Acknowledge the return and express your regret that the item proved unsatisfactory.
- Explain your decision to grant the exchange, refund, or credit.
- Thank the customer for his or her business and encourage future purchases.
Write Your acknowledgment in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases
1 Acknowledge the return and express your regret that the item proved unsatisfactory.
Sample Sentences for Step 1
- I am sorry that the hair dryer you purchased from our outlet has proven unsatisfactory.
- We have received the item you returned for exchange and apologize for the mix-up.
- We regret that the wireless radio-television you purchased from us was defective.
- We are sorry to learn that your stoneware was damaged in shipment.
- We received your defective calculator in the mail today.
- Thank you for returning the toaster.
Key Phrases for Step 1
- acknowledge the receipt of
- am sorry that
- apologize for your inconvenience
- apologize for the
- did not work properly
- failed to meet your expectations
- had problems with
- has arrived at our
- have received the
- please accept our apologies for
- proved to be defective
- regret the error
- returned for exchange
- sorry you had problems with
- thank you for returning
- that you purchased from our
- was damaged in shipping
- was unsatisfactory
- were sorry to learn that
- were disappointed in
- which you returned
2 Explain your decision to grant the exchange, refund, or credit.
Sample Sentences for Step 2
- Your new flatware is on its way.
- We will be happy to refund your money, according to the terms of our warranty statement.
- We have sent a replacement in a separate mailing.
- We will send the new calculator as soon as we receive our next shipment.
- Rather than repairing the defective set, we are sending a replacement.
- Enclosed you will find a replacement part. If you have difficulty installing it, call 555-5555 and our representative will assist you.
- We will ship a replacement at no additional cost to you.
- We will credit your account with the full amount, including shipping costs.
Key Phrases for Step 2
- are sending a replacement
- as you requested
- as soon as possible
- as soon as we receive
- at no cost to
- at no additional cost
- enclosed you will find
- has been shipped
- has been factory-tested
- has been sent separately
- have already mailed
- have refunded your
- have credited your account with
- should arrive within
- the terms of our warranty
- will send your new
- will be happy to
- will mail your refund as soon as
- will be on its way
- will replace the
3 Thank the customer for his or her business and encourage future purchases.
Sample Sentences for Step 3
- Thank you for your business. We look forward to receiving your next order.
- We apologize for the inconvenience and hope to serve you again soon.
- I trust this adjustment will be satisfactory. Thank you for choosing Doe Corporation for your household needs.
- We thank you for your patience.
- We appreciate your business and have enclosed a complimentary catalog featuring our newest line of Doe products.
- We have enjoyed serving you and look forward to your next order.
Key Phrases for Step 3
- appreciate your patronage
- are always happy to
- for your business
- for choosing Doe Corporation
- for your patience
- for your understanding
- glad to be of service
- happy to be of service
- have enclosed a
- hope to serve you again soon
- is always a pleasure to
- is important to us
- is our top priority
- look forward to
- receiving your next order
- stand by our products
- thank you for
- trust that this will be satisfactory
- value your business
- your satisfaction is
- will be pleased with
