How do I politely refuse a refund in English?

State the decision first, give one clause of reason, then offer the alternative you can actually deliver, and finish with a time. Politeness in English comes from clarity and from the offer, not from softening the refusal with "unfortunately" or "I am afraid". A refusal that names what you can do keeps the relationship; a refusal that only explains a rule ends it.

In writing, put the refusal in the second sentence and attach the evidence in one line: the order date, the policy window and the amount. If the customer pushes back after you have offered the alternative, do not restate the same refusal in new words, because that reads as a loop. Ask what would work instead, a partial refund, a replacement or a later credit, and answer that specific request. If nothing is available, give the escalation route and a named person.

Refund and Return Requests in English: A Service Desk Script →