How long after a return do you get a refund?

It adds up the transit time back to the store, the store check and the bank posting time. Give the customer each part rather than one long range.

Can Aide issue the refund when the return arrives?

Aide can prepare the refund for a verified shopper, and by default a teammate approves it on the order before any money moves.

Why is a return refund less than the customer paid?

Usually a return label fee, original shipping that is not refundable, or a partial refund after the check. Say which in the confirmation, with the amounts.

Return refund email template

Sent it back. When is the money?

Lay out the three waits honestly: the trip back, the check, and the bank, so the customer knows which one they are in.Updated November 3, 2026 · By Ziyad Basheer

Use this template free See the template

Short answer

The refund for a returned item follows three waits: the package travelling back, the store checking it, and the bank posting the money. Give the customer each one with a time, so they know when to expect it and when to chase.

The templates

Fills in from Shopify, with a fallbackYours to fill in

EmailThe three waits

Subject: Your refund for order.name

Hi customer.first_name, Thanks for sending your return. Here is what happens next for order.name: 1. On its way back: usually 5 to 7 business days from drop-off. 2. Our check: within 3 business days of it arriving. 3. Your refund: issued as soon as the check passes, then up to 10 business days for your bank to show it. We email you at each step, so you will know as soon as it is done.

ChatShort reply

Once your return reaches us, we check it within 3 business days and then refund order.name to your original payment method. It can then take your bank a few more days to show it.

Internal noteRefund waiting for approval

Return in for order.name, checked: passed / issue found. Approve the refund on the order, then send the refund confirmation. Payment status now: order.financial_status.

When to use

The customer sent an item back and asks when the refund will arrive. Not when they ask whether you have received the return yet.Aide picks a procedure from its When to use. Paste this into your procedure, then edit it for your store.

Only if

They ask about the moneyThe refund status topic matches after a return is mentioned.

An order on fileA Shopify order matches, which fills in its number.

Already refunded?Optional: send the refund confirmation instead once your team tags it refund-approved.

Example conversation

Customer

I posted the mugs back on Monday. When will I get my money for #1088?

Aide

Once your return reaches us, we check it within 3 business days and then refund #1088 to your original payment method. It can then take your bank a few more days to show it. We will email you the moment the refund is issued.

Customer

Great, thanks.

✓Refund timing quoted for Order #1088

Frequently asked questions

: It adds up the transit time back to the store, the store check and the bank posting time. Give the customer each part rather than one long range.
: Aide can prepare the refund for a verified shopper, and by default a teammate approves it on the order before any money moves.
: Usually a return label fee, original shipping that is not refundable, or a partial refund after the check. Say which in the confirmation, with the amounts.

Return statusWhere the return is, from label to refund.Email · Chat · Internal note Refund confirmationThe refund is approved and issued.Email · Chat · Internal note Refund to original payment methodWhere the refund goes, and why.Chat · Email · Internal note Returned item arrived damagedThe return reached you damaged or used.Email · Chat · Internal note

Send this with the order filled in

Aide fills in the Shopify order and tracking, then drafts or sends the reply, as you choose.

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