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Refund Confirmation Email
Responsive · Dark mode
Order Cancellation Email
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Abandoned Cart Email
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Back in Stock Email
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Order Confirmation Email
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Responsive · Dark modeRefund Confirmation Email — Free Responsive HTML Email Template
E-commerce · v1.0.0 · Updated 2026-10-20 · Gmail, Outlook & Apple Mail · Dark mode
What's included
Features
About this template
Refund Confirmation Email — Free Refund Processed Email Template
Refund Confirmation Email is a free, responsive HTML template for confirming that a refund has been issued. After a return or cancellation, customers want two answers: how much is coming back and when it will arrive. This template answers both at a glance, which reduces "where is my refund?" support tickets and leaves customers with a good last impression.
What's in the email
A green check badge and a "Refund processed" label, a reassuring headline with the customer's first name, the amount refunded in large type, and a details box with the original order number, the refund reference, the card or payment method it's going back to and the processing date. A short note explains how long refunds take to appear, followed by the items returned, a "View refund details" button and a support note.
Built to prevent follow-up questions
Most refund questions come from timing: banks can take 5 to 10 business days to show a refund. Saying so clearly, and including a refund reference customers can quote, stops many tickets before they start. The tone is warm and simple, because a smooth refund is often what makes a customer willing to buy again.
Works with your store
Copy the HTML into Shopify's refund notification, WooCommerce, Stripe, Postmark or your own order system and swap the sample values for your platform's refund variables. It's transactional, so it doesn't need an unsubscribe link. It completes the post-purchase set alongside the Order Confirmation and Shipping Confirmation templates.
Extend with AI
Take This Email Further With AI
Give this prompt to an AI assistant to write your own version of the Refund Confirmation Email email: draft ten subject lines and preheaders, adapt the copy for a customer segment, translate it, convert it to MJML or React Email, or write the plain-text version. Then paste the result back into the editor above to check it in desktop, mobile and dark mode.
Prompt to recreate it
Copy this into your AI assistant of choice to build the effect from scratch, or as a jumping-off point for your own variant:
Create a responsive HTML email: “Refund Confirmation Email”, an e-commerce email.
Purpose: A clear refund confirmation for stores and subscriptions: a green "refund processed" check badge, the amount refunded in large type, the order and refund reference, the card it is going back to, how long it takes to arrive, the items returned and a support line.
Inbox text:
- Subject line: “Your refund of $84.00 has been processed”
- Preheader (hidden preview text): “Your money is on its way back to your Visa ending in 4242. It usually arrives in 5–10 business days.”
Content, top to bottom:
- Message & button
- Refund details
- Items returned
Headline: “Your refund is on its way, {{first_name}}”. Main button: “View refund details”.
Show products with an image, name and price in a grid that stacks on mobile, and make the button the most visible element.
Build it like a professional email developer:
- Table-based layout, 600px wide on desktop and fluid on mobile (width 100%, max-width 600px).
- Inline CSS on every element, with one small style block only for media queries and dark mode (prefers-color-scheme).
- A bulletproof, Outlook-safe call-to-action button (padded table cell with a VML fallback), never an image.
- Colours: brand and button #15803d, button text #ffffff, page background #eef0f7. Web-safe font stack with a fallback after the brand font.
- Every image has alt text and explicit width and height. Use PNG icons, never SVG, because Gmail and Outlook drop them.
- Hidden preheader text, a plain-text version, and a legal footer with the postal address, the reason the person is receiving it and a working unsubscribe link.
Finish with a short checklist of what to test in Gmail, Outlook for Windows, Apple Mail, mobile and dark mode.Want to tighten it up first? Run this prompt through the AI Prompt Studio to score it across 8 quality dimensions, catch anti-patterns, and tune the wording for Claude, ChatGPT, or Gemini before you paste it in.
Why use it
Why Use the Refund Confirmation Email Template
How it’s different
How It’s Different From Other Free Email Templates
Step by step
How to Use
- 1Pick your email platformChoose Mailchimp, Klaviyo, HubSpot or Brevo under Merge tags so first names and unsubscribe links export in its syntax, or keep plain {{first_name}} tokens.
- 2Edit the contentFill in the message & button, refund details and items returned, or click any text in the preview to jump to its field. Switch the items returned on or off.
- 3Add your brandUpload or paste your logo, set the brand colour and the light and dark palettes, pick fonts, or apply your saved brand kit.
- 4Preview and checkSwitch between desktop, mobile and dark mode, and fix anything the pre-send checks flag, such as placeholder links or missing alt text.
- 5Export or forkCopy the HTML into Shopify, Klaviyo, Omnisend, Postmark or your own code, copy the plain-text version, download a ZIP with images, or fork it into My Code.
Real-world uses
Common Use Cases
Got questions?
Frequently Asked Questions
The amount refunded, the order it relates to, a refund reference, where the money is going, when it was processed and how long it usually takes to arrive, plus a way to contact support. This template includes all of them.
It depends on the bank and payment method, but card refunds commonly take 5 to 10 business days. Put your typical timing in the arrival note so customers know when to expect it.
Yes. It relates to a purchase and refund the customer made, so it does not need an unsubscribe link under US CAN-SPAM. Keep marketing out so it stays transactional.
Yes. In Shopify admin go to Settings, then Notifications, then the refund notification, replace the code with this HTML and swap the sample values for Shopify's Liquid variables.
Usually not in the refund email itself, which should stay transactional and reassuring. Send a separate follow-up, such as the Re-engagement template, a few weeks later if appropriate.
It saves an editable copy of your Refund Confirmation Email in My Code, the UI Snippets code editor: the email markup goes in the HTML panel and its CSS (mobile and dark-mode rules plus fonts) in the CSS panel, so you can keep refining the code and save your own versions.
Yes. It is free for personal and commercial email, with no sign-up and no watermark. Everything runs in your browser, and your edits are saved locally.