Step-by-step

📦 Qwen

Alibaba

📘 Step-by-step 📘 Alibaba · Qwen↗ Qwen · Official sitebeginner 🏠 Everyday life

Use Qwen to draft a polite refund request when a product arrives damaged

Q: What mistakes should I avoid?

Forgetting the order number. Sellers almost always reply faster when you include the order number right at the top of the email. If you don't have it, look at your confirmation email, your account's order history, or the shipping label on the box before you start typing in Qwen. Asking Qwen to send the email for you. Qwen writes text — it can't open your inbox or click send. You always

Describe what arrived damaged and what you'd like back, and Qwen writes a calm, polite email you can send to the seller.

6 min read·September 24, 2026

This guide was written by AI. It passed automated fact and quality checks, and our editor spot-checks published guides every day.

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You just opened a box and found a broken piece, a cracked screen, or a missing part. The good news: you don't need to stare at a blank email trying to sound calm and polite — Qwen can do the writing in about a minute. Qwen is an AI assistant from Alibaba (a chat tool, like ChatGPT) that responds to plain-English instructions. In this guide, you'll describe your situation in your own words, and Qwen turns it into a clear, polite email ready for your seller. One honest note upfront: Qwen can write the email, but it can't send it for you — that last step is yours.

💡 Tip: tap a step’s number when you finish it — a green tick appears and your browser remembers how far you got.

✅ Before you start

A free Qwen account (sign up at chat.qwen.ai with an email or phone number).
A web browser or the Qwen mobile app — whichever you usually use.
A few facts ready: the product name, the order number, what was damaged, and whether you'd prefer a refund or a replacement.
Total time: about 5 minutes.

Step 1 of 5

Open Qwen and start a fresh chat

Go to chat.qwen.ai in your browser, or open the Qwen app on your phone. Sign in if you're not already. Once you're in, look for a button labeled something like "New chat" near the top of the side panel, or a pencil / plus icon you can tap. Click or tap it. A blank chat window opens with a text box at the bottom — that's where you'll type your request. Starting fresh keeps the new email clean and prevents Qwen from getting confused by anything you asked in earlier chats.

💬 Examplejust click "New chat" — no typing needed yet.

🔄 If it looks different

If you don't see a side panel, look for a small icon that looks like two stacked rectangles or a chat bubble in the corner of the screen.

✅ You'll know it worked when

you see an empty conversation with a blinking cursor at the bottom of the page, and no previous messages above it.

Next step ↓

Step 2 of 5

Describe what you bought and what went wrong

Click into the text box at the bottom of the screen. In plain words, tell Qwen the basic situation: the product name, when it arrived, and what's wrong with it. Don't worry about being polite yet — just describe the facts. You don't need to write in perfect sentences; Qwen understands everyday language. If you're not sure how to start, write one short sentence about the product and one about the damage, and that's usually enough. The more specific you are about the damage (cracked, dented, missing a part, wrong color), the more useful the email Qwen will write for you.

💬 Try typing this"I ordered a ceramic table lamp from your store on May 3, order #44218. It arrived today but the shade is cracked in two places and the cord is frayed."➤

✅ You'll know it worked when

Qwen responds by repeating back the key facts it picked up — usually as a short summary or just a quick "Got it" — before you give the next instruction.

Next step ↓

✏️ Sketch — your screen may look a little different

Step 3 of 5

Tell Qwen what you want back and ask for a polite email

Now add a second sentence telling Qwen what outcome you want — a full refund, a replacement, or store credit. Then ask it to write the email. Be clear and direct. Mention that you want the tone to be polite but firm, the length short (so the seller actually reads it), and to include your order number so they can find your file. Qwen will start typing the email right in the chat. It usually takes a few seconds. While Qwen writes, don't click anything — just let it finish so it doesn't cut off mid-sentence.

💬 Try typing this"Please write a polite but firm email asking for a full refund. Keep it under 150 words and include the order number. I'll copy and send it myself."➤

✅ You'll know it worked when

Qwen finishes a complete email that includes a greeting, your order details, a clear description of the problem, what you're asking for, and a friendly closing line like "Thank you for your help."

Next step ↓

✏️ Sketch — your screen may look a little different

Step 4 of 5

Adjust the tone or length if it doesn't feel right

Read the email Qwen wrote. Does it sound like something you'd actually send? If it's too formal, too long, or too apologetic, ask Qwen to fix it. Type one short sentence about what to change. Common tweaks: "make it shorter," "sound a little warmer," "mention I've been a customer for years," or "add that I have photos of the damage ready to send if needed." Qwen rewrites the email in a few seconds. You can repeat this step as many times as you like — there's no cost to asking for another version, and the second or third draft is often the best one.

💬 Try typing this"That's good, but can you make it a bit warmer and add one sentence saying I have photos of the damage ready to send if they need them?"➤

✅ You'll know it worked when

the new version sounds like something a real, polite person would actually write, and when it includes the details you truly care about — order number, what you want, your name.

Next step ↓

✏️ Sketch — your screen may look a little different

Step 5 of 5

Copy the email and send it to the seller yourself

When the email feels right, copy it. On a computer, click and drag to select the text, then press Ctrl + C (or Cmd + C on a Mac). On a phone, long-press the email text and tap Copy. Then open your email app, start a new message to the seller, paste the email with Ctrl + V or Cmd + V, add the seller's email address in the "To" field, and hit send. Qwen wrote the words — but only you can send them. Before you hit send, double-check the order number, the seller's name, and your own name at the bottom of the email. If your app uses a phone keyboard, you may need to tap into the email body first before the keyboard appears.

💬 Try typing this"Subject: Order #44218 — Damaged on arrival, refund requested➤

Dear [Store Name] team,

I received my ceramic lamp today (order #44218, May 3). Unfortunately the shade arrived cracked and the cord is frayed, so it isn't safe to use. I'd like to request a full refund, and I have photos ready if helpful.

Thank you for your help, [Your name]"

✅ You'll know it worked when

you've sent a short, polite, complete email to the seller — and you didn't have to write it from scratch.

✏️ Sketch — your screen may look a little different

⚠️ Common mistakes

Forgetting the order number. Sellers almost always reply faster when you include the order number right at the top of the email. If you don't have it, look at your confirmation email, your account's order history, or the shipping label on the box before you start typing in Qwen.
Asking Qwen to send the email for you. Qwen writes text — it can't open your inbox or click send. You always have to copy the email and send it yourself. If any "send" or "share" button appears inside Qwen, ignore it; it does something else, not what you need.
Sending the email without checking the order number. Qwen will happily use whatever number you typed. If you made a typo (like writing 44218 instead of 44281), the seller will write back confused. Read the email once, end to end, before you hit send.
Skipping the mention of photos. A short line like "I have photos of the damage ready to send" makes the email stronger. If Qwen didn't add it, ask it to in Step 4 — sellers usually take refund requests more seriously when they know proof is one click away.

🚀 Try it now

Open Qwen right now, start a new chat, and type this exact prompt — then watch the email appear in a few seconds:

I bought a wireless speaker from your shop, order #99231. It arrived today but the right speaker makes a loud buzzing noise when turned on, and the box was dented. Please write a polite email asking for a replacement or a full refund. Keep it under 150 words. I'll send it myself.

🎯 Next guideUse Qwen Chat to draft a thank-you note after a job interviewWrite a polished, professional thank-you email in minutes using Qwen Chat’s free AI assistant.

❓ Quick questions

How long does this take?

About 6 minutes — the guide has 5 steps, and you can tick each one off as you go.

Which tool do I need?

This guide uses Alibaba Qwen — but the approach works very similarly in other AI assistants.

Do I need to prepare anything?

A free Qwen account (sign up at chat.qwen.ai with an email or phone number).
A web browser or the Qwen mobile app — whichever you usually use.
A few facts ready: the product name, the order number, what was damaged, and whether you'd prefer a refund or a replacement.
Total time: about 5 minutes.

What mistakes should I avoid?

Forgetting the order number. Sellers almost always reply faster when you include the order number right at the top of the email. If you don't have it, look at your confirmation email, your account's order history, or the shipping label on the box before you start typing in Qwen.
Asking Qwen to send the email for you. Qwen writes text — it can't open your inbox or click send. You always have to copy the email and send it yourself. If any "send" or "share" button appears inside Qwen, ignore it; it does something else, not what you need.
Sending the email without checking the order number. Qwen will happily use whatever number you typed. If you made a typo (like writing 44218 instead of 44281), the seller will write back confused. Read the email once, end to end, before you hit send.
Skipping the mention of photos. A short line like "I have photos of the damage ready to send" makes the email stronger. If Qwen didn't add it, ask it to in Step 4 — sellers usually take refund requests more seriously when they know proof is one click away.

Keep reading

📘 Draft a Polite Complaint Email with Qwen for Flight Delays Learn how to use Qwen to quickly draft a professional and polite email requesting a refund for a delayed flight, saving you time and stress. 📘 Draft a Polite Complaint Email to Your Landlord About a Maintenance Issue with Qwen Turn a rough description of a broken sink or heater into a calm, professional email that references your lease and asks for a fix by a specific date. 📘 Use Qwen Chat to draft a thank-you note after a job interview Write a polished, professional thank-you email in minutes using Qwen Chat’s free AI assistant. 📘 Write a polite refund request email in 2 minutes with ChatGPT Quickly draft clear, firm, and polite emails for product refunds or service issues, saving you time and stress when dealing with customer service. 📘 Use Qwen to Translate a Short Message for a Friend Paste your message, pick the language, and ask Qwen for the tone you need in under five minutes. 📘 Use Qwen to Write a Clear Project Update Email for Your Manager Paste three rough notes and get a tidy, scannable status update in under five minutes

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