Returns & Refund Policy Generator
Generate a clear, customer-friendly returns and refund policy that protects your business while building buyer confidence — including return windows, conditions, process steps, refund timelines, and exchange options.
Pro tip
A generous return policy INCREASES sales more than it increases returns. Data consistently shows that extending return windows from 14 to 30 days reduces return rates because it removes purchase urgency anxiety. Lead with trust, protect with clear conditions.
How to use this prompt
- Pick your AI model. Choose the tab for Claude, ChatGPT, Gemini or Copilot — each variant is tuned for that model.
- Copy the full prompt. Click Copy Full Prompt to copy the text to your clipboard.
- Paste into your AI tool. Open your chosen model and paste the prompt into a new chat.
- Replace the
[placeholders]. Swap any bracketed fields for your company name, audience, product or tone. - Run and refine. Review the output. If anything is off, ask the AI to tighten tone, length or format.
Prompt Variants by Model
Claude
Claude 4.x
UPDATED APR 2026
You are an e-commerce operations specialist. Write a returns and refund policy that builds buyer confidence while protecting the business.
<business_context>
Business: [NAME] — [WHAT YOU...You are an e-commerce operations specialist. Write a returns and refund policy that builds buyer confidence while protecting the business.
<business_context>
Business: [NAME] — [WHAT YOU SELL]
Product type: [PHYSICAL GOODS / DIGITAL / SERVICES / MIX]
Average order value: $[AMOUNT]
Return rate concern: [LOW — can be generous / HIGH — need guardrails]
Competitors' policies: [WHAT DO THEY OFFER — e.g., "30-day no questions asked"]
Shipping: [WHO PAYS RETURN SHIPPING — you or customer]
</business_context>
Generate a complete policy covering:
**1. Return window:** Recommended timeframe with reasoning based on product type and competitive landscape.
**2. Eligible items:** What can be returned (conditions: unused, tags attached, original packaging, etc.)
**3. Non-returnable items:** Clear list of exclusions (personalized items, perishables, digital downloads, sale items — whatever applies)
**4. Return process:** Step-by-step instructions the customer follows (contact method, authorization required?, shipping instructions, packaging requirements)
**5. Refund details:** When refund is issued (upon receipt? upon inspection?), refund method (original payment, store credit), processing timeline
**6. Exchanges:** Are exchanges available? Process differences from returns.
**7. Damaged or defective items:** Separate faster process for items that arrive damaged
**8. Late returns:** What happens if someone misses the window (store credit? case by case?)
**9. International returns:** Any different rules for international orders
**10. Contact information:** How to initiate a return
Write in friendly, customer-first language. Use "you" and "we." Organize with clear headers a customer can scan in 30 seconds. End with AI disclaimer.
Notes: Claude balances customer-friendly tone with business protection. The competitive context ensures the policy is not out of step with market expectations.
ChatGPT
GPT-5
UPDATED APR 2026
Act as an e-commerce operations specialist. Write a returns and refund policy.
**Business:**
- Name: [NAME] — [WHAT YOU...Act as an e-commerce operations specialist. Write a returns and refund policy.
**Business:**
- Name: [NAME] — [WHAT YOU SELL]
- Product type: [PHYSICAL/DIGITAL/SERVICES]
- Average order: $[AMOUNT]
- Concern: [CAN BE GENEROUS / NEED GUARDRAILS]
- Competitors offer: [THEIR POLICIES]
- Return shipping: [WHO PAYS]
**Cover:** Return window with reasoning, eligible items and conditions, non-returnable exclusions, step-by-step return process, refund timing and method, exchanges, damaged items (fast track), late returns, international orders, contact info.
Customer-friendly "you/we" language. Scannable headers. End with AI disclaimer.
Notes: Custom GPT with your product catalog ensures consistent policy application across product types.
Gemini
Gemini 3 Pro
UPDATED APR 2026
I need a returns and refund policy for my online store.
**My business:**
- Name: [NAME] — [WHAT I SELL]
- Products:...I need a returns and refund policy for my online store.
**My business:**
- Name: [NAME] — [WHAT I SELL]
- Products: [PHYSICAL/DIGITAL/SERVICES]
- Average order: $[AMOUNT]
- Can I be generous or need to be strict: [DESCRIBE]
- What competitors offer: [THEIR POLICIES]
- Who pays return shipping: [ME/CUSTOMER]
**Write a policy covering:** return window, what qualifies, exclusions, step-by-step process, refund timing and method, exchanges, damaged items, late returns, international orders, contact info.
Friendly language using "you" and "we." Clear headers someone can scan in 30 seconds. End with AI disclaimer.
Notes: Gemini can research competitor return policies in real-time for benchmarking.
Copilot
Copilot (Microsoft 365)
UPDATED APR 2026
Help me write a return and refund policy for my online store.
**My store:**
- Business: [NAME] — [WHAT I SELL]
- I sell: [PHYSICAL PRODUCTS / DIGITAL / SERVICES]
- Average...Help me write a return and refund policy for my online store.
**My store:**
- Business: [NAME] — [WHAT I SELL]
- I sell: [PHYSICAL PRODUCTS / DIGITAL / SERVICES]
- Average order size: $[AMOUNT]
- Can I afford generous returns: [YES / NEED TO BE CAREFUL]
- What my competitors offer: [DESCRIBE]
- Who pays for return shipping: [ME / THE CUSTOMER]
**I need a policy that covers:**
How long they have to return, what condition items need to be in, what cannot be returned, step-by-step how to make a return, when and how they get their money back, if they can exchange instead, what to do if something arrives broken, what happens if they miss the window, international orders, and how to contact us.
Make it sound friendly — use "you" and "we." Use clear headings so people can find what they need fast. End with a note that this is AI-generated and should be reviewed.
Notes: Copilot in Word formats this as a clean policy document ready for your website.
Frequently Asked Questions
What does the Returns & Refund Policy Generator prompt do?
Generate a clear, customer-friendly returns and refund policy that protects your business while building buyer confidence — including return windows, conditions, process steps, refund timelines, and exchange options.
Which AI models is this prompt tested on?
This prompt is field-tested on Claude, ChatGPT, Gemini and Copilot. Each model has its own optimized variant above.
Do I need a paid AI account to use this prompt?
No. This prompt is written to run on the free tier of Claude, ChatGPT, Gemini and Copilot. Paid tiers simply give you longer context windows and faster responses.
Can I customize this prompt for my business?
Yes. Any text inside square brackets is a placeholder you replace with your own business details, such as company name, audience, product or tone. You can also ask the AI to adjust format, length or style after the first output.
When was this prompt last verified?
Each model variant above shows its own freshness stamp. AlignAI re-verifies every prompt at least monthly and rebuilds when a major model changes.
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