WooCommerce return macros: a practical playbook

Returns are repetitive by nature — which is exactly why templates work. The goal is not to sound robotic; it’s to be consistent, reduce mistakes, and set clear expectations (deadlines, steps, timelines).

What a “good” return reply includes

• Eligibility: order date + return window
• Steps: packing, order reference, where to ship
• Timeline: receive → inspect → refund
• Optional: exchange options, store credit
• Evidence: photos if there’s damage/defect

10 short templates you can copy today

1) Return approved

Hi {first_name},

Your order {order_ref} is eligible for a return until {return_deadline}.

Next steps:
1) Pack the item(s) securely
2) Include your order reference {order_ref}
3) Ship to the return address below…

Best,
{agent_name}

2) Return request received

Hi {first_name},

We received your return request for order {order_ref}.
We’re reviewing it now and will confirm the next steps shortly.

Best,
{agent_name}

3) Not eligible (deadline passed)

Hi {first_name},

For order {order_ref}, the return window ended on {return_deadline}, so we can’t accept a return.

If you believe this is a mistake, reply with more details and we’ll review again.

Best,
{agent_name}

4) Photo request (damage/defect)

Hi {first_name},

To help us process order {order_ref}, could you send:
• A photo of the item
• A photo of the packaging (if relevant)
• A photo of the defect/damage

Thanks,
{agent_name}

5) Exchange option

Hi {first_name},

We can offer an exchange for order {order_ref}.
Please confirm the item you’re returning and the replacement (size/color).

Best,
{agent_name}

6) Refund expectations

Hi {first_name},

Once we receive your return for order {order_ref}:
• Inspection: 2–5 business days
• Refund issued: then 3–10 business days depending on your bank

Best,
{agent_name}

A small checklist (keeps quality consistent)

1. Eligibility (date + window + exclusions)
2. Condition & packaging
3. Evidence/photos if needed
4. Resolution: refund vs exchange vs store credit
5. Instructions + address/label
6. Timeline/SLA stated clearly

Tip: keep templates short, friendly, and focused on next steps. Your tone can still be human — the structure is what saves time.