Client wants a refund after delivery?
You did the work, sent the invoice, and now they want their money back. Reply calmly, in writing, and offer a fair way forward.
What this does
It writes a calm, firm reply to a client who asks for a refund after you delivered the work. It says the work was delivered to the agreed brief, explains why a refund doesn't fit, and offers something instead: one round of revisions, a credit toward a future project, or a chat. It also writes a short follow-up for when the client mentions a chargeback. You edit both and send them yourself. It runs in your browser, so nothing you type is stored or sent. Free, no sign-up. Not legal advice.
2. Your replies
They update as you type. Edit anything, then copy it into your email. Keep a copy of what you send.
Follow-up, if they mention a chargeback
A fixed template, not legal advice. Your contract and local consumer law come first; if your terms promise a refund, follow them.
The reply, if you'd rather fill it in by hand
Subject: Re: refund request for [project]
Hi [client name], Thanks for letting me know how you feel about [project]. I'd rather hear it than not. I delivered the work on [delivery date], as set out in the brief we agreed, and the [project fee] covers that work. I understand your plans have changed since then. A change of direction after delivery isn't something I can refund, because the time and work have already gone into it. What I can offer is one round of revisions within the original brief, at no extra cost. Send me your notes and I'll get started. I'd like to find a way forward that works for both of us. Happy to jump on a short call if that's easier. Thanks, [your name]
Subject: Following up: [project]
Hi [client name], Following up on the refund request for [project]. The work was delivered on [delivery date] to the agreed brief, and I've kept the brief, our messages and the delivery record. If you file a chargeback with your bank or card provider, I'll send them that record so they can see the work was delivered as agreed. I'd much rather settle this between us. My offer above still stands. Best regards, [your name]
Before you send it
- Reread your contract or the brief you both agreed. If it promises a refund or a satisfaction guarantee, follow it.
- Save the brief, your messages, the delivery email or files, and the invoice in one folder. That's your record if a chargeback arrives.
- Reply in writing, once, calmly. Don't argue point by point; offer one clear way forward.
Questions
Do I have to refund a client after I delivered the work?
Usually your contract or agreed brief decides it. If the work was delivered as agreed and your terms don't promise a refund, many freelancers decline and offer a revision or a credit instead. If your contract has a refund or satisfaction clause, follow it. If the client says the work didn't match the brief, ask exactly which parts, and fix anything that genuinely missed.
What if the client files a chargeback?
Card networks let you respond to a dispute with evidence. Keep the signed agreement or brief, your messages, the delivery record and the invoice, and submit them through your payment provider's dispute page if a chargeback arrives. Reply to the client in writing so there's a record.
Is the refund reply tool free?
Yes. It's free, needs no sign-up, and nothing you type is stored or sent.
More fixes: reply to scope creep · when a client disputes an invoice · security deposit letter · late-invoice reminders · FAQ.