Managing international refunds requires precision and clear documentation. When dealing with Portuguese-speaking customers or suppliers through HubBuyCN, a systematic approach ensures smooth resolutions and protects your business interests.
Why Meticulous Record-Keeping is Crucial
Refund processes can become complex due to time zones, language nuances, and platform policies. A dedicated record:
- Provides a clear timeline for you and HubBuyCN support.
- Serves as evidence in case of disputes.
- Helps identify patterns or recurring issues.
- Ensures no communication or deadline is missed.
Creating Your Refund Tracking Spreadsheet
Set up a spreadsheet with the following columns to track every interaction. We recommend using Google Sheets or Excel for easy access and updates.
| Column Name | Purpose & Example |
|---|---|
| Refund Case ID | HubBuyCN's ticket or order number. Example: HB2023PT-001 |
| Date & Time (PT/Lisbon) | Timestamp in Portuguese time (GMT/WEST). Example: 2023-10-27 14:30 |
| Contact Person / Entity | Customer name, supplier, or HubBuyCN agent. Example: Cliente Silva |
| Communication Channel | HubBuyCN portal message, email, phone. Example: HubBuyCN Mensagem |
| Summary in Portuguese/English | Brief note on inquiry or action. Example: Cliente solicitou reembolso por item danificado. |
| Next Steps / HubBuyCN Advice | Action items from support. Example: Enviar fotos para o suporte até 28/10. |
| Deadline | Critical dates for response or action. |
| Status | Open, Pending Customer, Resolved, Escalated |
Step-by-Step Process with HubBuyCN Support
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Initial Request & Log Creation
The moment a refund request (pedido de reembolso) is received via the HubBuyCN platform, create a new row in your spreadsheet. Record the initial message timestamp exactly as shown in your HubBuyCN message center. Send your first response acknowledging the request.
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Gather Evidence & Contact Support
Collect all relevant evidence: order screenshots, photos of damaged goods (if applicable), and previous correspondence. While gathering this, you may need to contact HubBuyCN Support
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Follow HubBuyCN's Guidance
HubBuyCN support will provide instructions, which may involve submitting a formal form, providing evidence through a specific link, or negotiating with a supplier. Record every instruction in the "Next Steps" column and set the corresponding deadline.
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Maintain Proactive Communication (in Portuguese)
Keep your Portuguese-speaking client or partner informed at each major step. Use clear, simple language. Example: "Seu caso foi enviado ao nosso departamento financeiro. Processaremos conforme as orientações do suporte HubBuyCN."
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Resolution & Follow-up
Once the refund is issued or the case is closed, update the final status in your sheet. Note the resolution date, amount, and method. It is good practice to send a final polite confirmation message in Portuguese and ask for confirmation of receipt.
Pro Tip: Language & Efficiency
Use concise, polite phrases in Portuguese for communication:
- For updates:
- For delays:
- For closing:
- For delays:
Your spreadsheet is not just a log; it's a management tool that demonstrates professionalism and efficiency to both HubBuyCN support and your partners.