This ecommerce returns processing Skill helps support teams explain eligibility, compare approved refund or exchange options and write return instructions. Supply the order, item condition and your actual policy to get a case-specific reply that tells the customer what happens next and what the team needs to check.
Returns & Refund Processing Assistant follows the case from the customer's reason for returning through eligibility, resolution, shipping instructions and follow-up. It connects each proposed option to the rules you supply, such as the return window, item condition and who pays return postage.
The result can become a customer-facing reply and an internal handling note. Refunds, return labels and inventory changes are completed separately in the systems your store uses.
The five-step structure keeps the policy decision connected to the practical return journey. It helps expose gaps such as an approved exchange with no return address, or a refund promise without a confirmed processing timeline.
Use it for unwanted items, damaged goods or exchange requests by changing the supplied facts and approved options. Store-specific windows and remedies replace the template's examples, so the reply reflects the policy customers actually purchased under.
Actual return policy, redacted order details, item condition, and approved refund or exchange options.
A model chat is enough to draft from these instructions. Real system access or file changes need separately configured tools.
The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.
Use these instructions in a chat, or ask Codex / Claude Code to save them as a personal Skill for repeated tasks.
Set up a personal reusable instruction template for Returns & Refund Processing Assistant in the app I am using.
1. Read the “Collected instruction template” section at https://ecomagenttools.com/skills/returns-processing-assistant. Use only that complete instruction text, not the page’s reviews, FAQ or installation explanation. If you cannot retrieve the complete text, ask me to paste it; do not guess it or download a same-named third-party package.
2. Show which assumptions, placeholders and access requirements I need to supply. Preserve the collected task instructions. This is a locally adapted template, not an original-author package.
3. If you are Codex or Claude Code with local file access, create a personal Skill named returns-processing-assistant-local under ~/.agents/skills/returns-processing-assistant-local/SKILL.md for Codex or ~/.claude/skills/returns-processing-assistant-local/SKILL.md for Claude Code. Add valid name and description frontmatter if absent; keep the collected instructions in the body and identify the local adaptation. Do not overwrite an existing Skill. If you are in a chat-only app, use these instructions in the current conversation instead and do not claim a local installation.
4. Return the saved path or current-chat setup result and a starter request for this task. List any required tools or data that remain unconfigured. Do not claim account/API access or a completed business workflow just because the template was saved.Network-collected; no confirmed author source. The collected text was reviewed, but it has not been linked to a verified original publication. This does not establish that no official package exists; the examples here use only the collected text.
You are a returns and refund processing assistant for a Shopify store. Follow this workflow:
STEP 1 — ELIGIBILITY CHECK:
Ask for order number. Check against return policy:
- Within 30 days? → Eligible
- Items unopened/unused? → Full refund
- Items opened but undamaged? → Store credit
- Final sale items? → Politely decline
STEP 2 — REASON COLLECTION:
Ask: "What's the reason for the return?" Options:
- Wrong size/fit
- Not as described
- Damaged on arrival
- Changed mind
- Other (free text)
STEP 3 — RESOLUTION:
Based on reason:
- Wrong size → Offer exchange first
- Damaged → Express apology, offer full refund + discount code
- Changed mind → Offer store credit (higher value)
- Not as described → Escalate to quality team
STEP 4 — LOGISTICS:
Generate return instructions:
- Return label (provide link or instructions)
- Drop-off locations nearby
- Expected refund timeline (3-5 business days after received)
STEP 5 — RETENTION:
End with: "While you wait for your refund, here's 15% off your next order: [CODE]. We'd love another chance to get it right!"
Your tone is empathetic and efficient. Never argue with the customer about return reasons.Starter prompts for the main use cases—copy and use them directly.
Compare the order and item condition against the supplied policy; flag missing evidence and exceptions. Use for: Check return eligibility. Prepare: Actual return policy, redacted order details, item condition, and approved refund or exchange options.
Use the collected instructions above. Task: Compare the order and item condition against the supplied policy; flag missing evidence and exceptions.. Inputs: [INPUT]. Constraints: [CONSTRAINTS]. Check missing information first. Produce a reviewable result with evidence, assumptions, and next steps. The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.[INPUT][CONSTRAINTS]Draft refund, exchange, or credit options allowed by the policy and identify approval requirements. Use for: Compare resolution options. Prepare: Actual return policy, redacted order details, item condition, and approved refund or exchange options.
Use the collected instructions above. Task: Draft refund, exchange, or credit options allowed by the policy and identify approval requirements.. Inputs: [INPUT]. Constraints: [CONSTRAINTS]. Check missing information first. Produce a reviewable result with evidence, assumptions, and next steps. The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.[INPUT][CONSTRAINTS]Use the approved address, label link, and timeline to draft instructions with unresolved fields left blank. Use for: Write return instructions. Prepare: Actual return policy, redacted order details, item condition, and approved refund or exchange options.
Use the collected instructions above. Task: Use the approved address, label link, and timeline to draft instructions with unresolved fields left blank.. Inputs: [INPUT]. Constraints: [CONSTRAINTS]. Check missing information first. Produce a reviewable result with evidence, assumptions, and next steps. The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.[INPUT][CONSTRAINTS]The A100 request is 14 days after delivery. Supplemental fictional merchant instructions provide label-request steps, two drop-off locations, a refund-processing window and an approved test discount code.
Case input files: business-inputs.zip
Use the returns-processing-assistant Skill.
Prepare a complete reply for the unopened A100 return using the approved return instructions. Include eligibility, how to request the label, packing, drop-off choices, the refund timeline and the approved retention offer. Keep the customer's original refund option clear.
The attached business materials are:
- inputs/merchant.json
- inputs/request.json
- inputs/supplemental-merchant-input.json
Deliver a complete result.md report that the operations team can read, plus any finished files needed for this task. Keep supporting calculations and evidence with the deliverables. Write the report in English; use the requested target language for customer-facing copy. The business datasets are fictional examples unless the brief explicitly names a live public website.The primary file produced by this prompt is shown below in its original language.
This is a synthetic merchant case. A100 meets the return eligibility criteria for a full $24 item refund, subject to merchant approval. No refund, label request, customer message or account change has been executed.
The return was requested on November 3 following delivery on October 20: 14 elapsed calendar days, within the inclusive 30-day window. The single mug is unopened and unused, and the order is not final sale. The order number and changed-mind reason are already supplied; the reply does not ask the customer to repeat them.
The Skill calls for a higher-value store-credit offer for changed-mind returns. The merchant’s $27 proposal is explicitly unapproved, so it is withheld from customer copy. Mia may seek merchant approval if that alternative is desired. It must remain optional and must not displace the customer’s $24 item-refund option. Final refund approval remains outstanding.
The supplemental input supplies the approved 15% retention code, HM15-TEST, overriding the base input’s indication that no code had been created. The draft uses the supplied code without claiming to create or validate it in a store.
The following is the complete English reply, also supplied separately in customer-reply.md. No other target language was specified.
Subject: Return instructions for order A100
Hi,
Thanks for letting us know you’ve changed your mind. Your unopened, unused mug from order A100 meets our return eligibility criteria: you requested the return 14 days after delivery, within our 30-day window, and it is not a final-sale item. You can proceed with a return for a full refund of the $24 item price, subject to merchant approval. You do not need to choose store credit.
To request your prepaid return label, reply to Mia with order number A100 and ask for the prepaid-label request instructions. After the eligibility review, Mia will provide those instructions. Print and attach only the merchant-issued label; please wait for it before sending the parcel.
Keep the mug unopened and unused. Place it in its original packaging if available, then pack it securely in a sturdy shipping box with cushioning so it cannot move around. Seal the box, remove or cover old shipping labels, and attach the merchant-issued return label clearly to the outside.
Once you have the label, confirm with Mia that your chosen drop-off desk accepts it. The supplied drop-off choices are:
Keep your drop-off receipt and tracking details. Expect the refund 3–5 business days after we receive the return, subject to merchant approval. Mia can confirm any return-shipping charge and whether the original shipping charge is refundable; those details are not specified in the return policy provided.
While you wait for your refund, here's 15% off your next order: HM15-TEST. We'd love another chance to get it right!
Mia HarborMug Support
Mia should complete the eligibility review, provide the prepaid-label request instructions, and obtain the required merchant refund approval. The customer must use only the merchant-issued label. No return address, carrier, label URL or payment-method promise has been invented.
Both supplied drop-off desks are included. Customer location is absent, so the supplied 0.8 km and 1.2 km distances are not presented as verified customer distances. Carrier acceptance must be confirmed before drop-off. The refund timeline is the Skill’s 3–5 business days after receipt, with merchant approval still required; it does not begin at label request or drop-off.
The policy does not specify who ultimately bears return shipping or whether original shipping is refunded. A prepaid-label instruction does not establish that the return is free. Mia must resolve these terms before the customer ships if they affect the customer’s decision. The $24 amount is the item-refund basis only.
result.md — complete operations report and customer reply.customer-reply.md — standalone customer-facing draft.decision-evidence.json — source references, computed eligibility, refund basis and unresolved terms.The date interval and item amount were calculated from the supplied JSON. Output checks confirmed the reply matches this report, includes both drop-off choices and the approved retention code, and preserves the approval condition. All materials are drafts for operations review; no business outcome is claimed.
Merchant business data is synthetic. Website observations, when present, come from the public URLs listed in the report.
The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.
Network-collected; no confirmed author source. The collected text was reviewed, but it has not been linked to a verified original publication. This does not establish that no official package exists; the examples here use only the collected text.
Use authorized inputs and keep secrets out of prompts. Review customer-facing claims, calculations, code changes, and any proposed external action before applying them.
Draft return eligibility explanations, resolution options, and return instructions. The five-step outline connects eligibility, reason, resolution, logistics, and follow-up.
Copy the collected instructions below into a model chat or project instructions. Replace assumed access, default policies, sample numbers, and placeholders with your actual context. Attach a small redacted sample, use a starter prompt, and review the draft before acting.
Check return eligibility; Compare resolution options; Write return instructions
The text cannot issue labels, change inventory, or refund money. Its 30-day window, 15% discount, and refund timing are examples to replace with your policy.
Network-collected; no confirmed author source. The collected text was reviewed, but it has not been linked to a verified original publication. This does not establish that no official package exists; the examples here use only the collected text.
The complete available Skill content is cataloged and reviewed; public web material does not currently name the original author. Attribution does not affect its directory visibility or content-based recommendation eligibility.
Network-collected; no author source is listed. This label describes attribution only, not capability, visibility, or recommendation eligibility.
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