Refund Request Letter Template

REFUND REQUEST LETTER

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]
[Email Address]

[Date]

[Company Name]
[Customer Service/Refunds Department]
[Address]
[City, State, ZIP Code]

Re: Refund Request
    Order/Transaction Number: [ORDER NUMBER]
    Date of Purchase: [DATE]
    Amount Paid: $[AMOUNT]

Dear Customer Service / Refunds Department:

I am writing to request a refund for a purchase made on [DATE]. Please process this refund at your earliest convenience.

PURCHASE DETAILS:

Order/Transaction Number: [ORDER NUMBER]
Invoice Number: [IF APPLICABLE]
Date of Purchase: [DATE]
Payment Method: [Credit Card / Debit Card / PayPal / Check / Cash]
Amount Paid: $[AMOUNT]
Product/Service Purchased: [DESCRIPTION]

REASON FOR REFUND REQUEST:

☐ Product is defective / does not work
☐ Product was damaged upon arrival
☐ Wrong item received
☐ Product does not match description
☐ Service was not provided as promised
☐ Duplicate charge / billing error
☐ Canceled order before shipment
☐ Event/Service canceled by company
☐ Changed mind (within return policy period)
☐ Subscription/membership cancellation
☐ Other: [Explain]

DETAILED EXPLANATION:

[Provide a clear explanation of why you are requesting a refund. Include specific details about the issue.]

[For defective products: Describe what is wrong and any troubleshooting attempted]

[For wrong items: Describe what you ordered vs. what you received]

[For services: Describe how the service failed to meet expectations]

WHAT I HAVE DONE:

☐ Contacted customer service on [DATE] - Reference #[NUMBER]
☐ Returned the product on [DATE] - Tracking #[NUMBER]
☐ Product is ready for return (please provide return label)
☐ Product has been disposed of (per company instructions)
☐ N/A - requesting refund for cancelled service

REFUND REQUEST:

I am requesting a refund as follows:

☐ Full refund of $[AMOUNT]
☐ Partial refund of $[AMOUNT] for [reason]
☐ Refund for shipping costs: $[AMOUNT]
☐ Refund for return shipping costs: $[AMOUNT]
☐ TOTAL REFUND REQUESTED: $[TOTAL]

PREFERRED REFUND METHOD:

☐ Credit to original payment method (preferred)
☐ Credit card ending in [XXXX]
☐ Check mailed to the address above
☐ Store credit/gift card
☐ PayPal: [EMAIL]
☐ Other: [Specify]

SUPPORTING DOCUMENTATION:

I have enclosed copies of the following:
☐ Original receipt/invoice
☐ Credit card statement showing charge
☐ Photos of defective/damaged product
☐ Photos of wrong item received
☐ Return shipping receipt/tracking
☐ Previous correspondence
☐ [Other documentation]

RELEVANT POLICIES:

Your posted return/refund policy states:
☐ [XX]-day money-back guarantee
☐ Refunds for defective products
☐ Satisfaction guaranteed
☐ [Other relevant policy]

My request falls within these terms because:
[Explain how your situation qualifies under their policy]

TIMELINE:

Please process this refund within [NUMBER - typically 7-14] business days. If I do not receive the refund or a response within [NUMBER] days, I will:

☐ Dispute the charge with my credit card company
☐ File a complaint with the Better Business Bureau
☐ Report to the FTC or state consumer protection office
☐ Seek other available remedies

CREDIT CARD DISPUTE NOTICE:

Please be advised that if this refund is not processed promptly, I am prepared to dispute this charge through my credit card company. I prefer to resolve this directly with you to avoid that step.

CONTACT INFORMATION:

Please contact me if you need any additional information:

Phone: [PHONE NUMBER]
Email: [EMAIL ADDRESS]
Best time to call: [TIME]

I have been a [loyal customer / first-time buyer] and hope we can resolve this matter quickly. Thank you for your prompt attention to this request.

Sincerely,

[Your Signature]
[Your Printed Name]
[Date]

Enclosures: [List of enclosed documents]

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YOUR RECORD:
Request Sent: ________________
Method: ☐ Email ☐ Mail ☐ Certified Mail #____________
Refund Amount Requested: $________________
Response Deadline: ________________
Refund Received: ☐ Yes ☐ No  Date: ________
Amount Received: $________________

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CHARGEBACK INFORMATION (if needed):

Credit Card Company: ________________
Dispute Phone Number: ________________
Date to File Dispute By: ________________