Refunds, returns and cancellations checked against your policy

The problem

Requests to cancel, return or get money back are handled differently depending on who answers. Some get approved that should not, others get refused that should have been honored, and both lead to friction.

What SI does

SI reads the request, finds the relevant record (purchase date, booking date, deposit paid, contract terms), and compares it with your written policy. It labels the request as clearly within policy, clearly outside, or a judgment call, and drafts the reply with the reason in plain language. Judgment calls go to the owner with the facts laid out.

Examples

The same job looks different in different businesses. These are illustrations, not client results.

• Fitness studio

  A member asks to cancel mid-contract after moving; SI checks the membership terms, finds the relocation clause, and drafts a reply listing the proof needed.

• Event venue

  A couple asks to move their date; SI checks the contract's change terms and deposit rules and drafts options for the manager to choose between.

• Furniture retailer

  A return request arrives 40 days after delivery; SI notes it is outside the 30-day window but the item was delivered damaged, and marks it as a judgment call.

What it takes to set up

Your written policy, read access to the records, and the inbox or form where requests arrive. Setup is often a few days, mostly spent turning an informal policy into clear rules.

Try it yourself

Paste this into your SI tool of choice and swap the [bracketed] parts for your own details. It asks SI to stop and show you before it does anything.

Here is my policy for [refunds/returns/cancellations]: [paste]. For each request in [inbox/form], find the record in [system/file], and decide whether it is within policy, outside policy, or a judgment call. Draft a reply that explains the decision in plain language. List judgment calls separately with the facts. Pause and show me before sending, submitting, posting or changing anything.