When you finally get your long awaited order and open it up and.....it sucks. Either because it's not what you ordered or it's not right for a whole nother reason. That's when you need to whip out your refund request letter template. Since up to 90% of businesses have a formal refund policy, be prepared to submit an official request to get your money back.
70% of consumers have requested a refund at least once and 60% of consumers prefer email for refund requests. So if you need to request a refund and want it all managed directly from your e-mail, you're not alone.
In this article, we'll show you how to write a refund request letter template that not only grabs attention but also persuades companies to act in your favor. You'll learn how to nail the basic structure for clarity and impact and why keeping things professional can turn the tide in your favor.
Writing the Perfect Refund Request Letter
When it comes to writing a refund request letter, structure and tone are your best friends. Structure and tone act as your allies, ensuring your message is both clear and professional.
The Basic Structure of a Refund Request Letter
A well-written refund request letter includes several key components that guide the reader through your issue and desired resolution:
- Header
- Salutation
- Body
- Evidence and Resolution Request
- Closing
- Signature
How To Write A Refund Request Letter Template
Here's a basic structure to follow when writing a refund request letter, ensuring it is clear, concise, and polite:
1. Header
Your Name: Full name of the person requesting the refund.
Address: Your current address.
Date: The date the letter is written.
Company Name: The name of the company from which you are requesting a refund.
Company Address: The address of the company.
2. Salutation
A formal greeting such as "Dear [Company Representative's Name]" or "Dear Customer Service Team," if you do not know the name of the person who will be reading the letter.
Brief Introduction: Start with a sentence that states you are writing to request a refund.
Order or Service Details: Include relevant details such as order number, date of purchase or service, and the amount paid.
3. Body
Reason for Refund: Clearly explain why you are requesting a refund. Describe the issue with the product or service, including any previous attempts to resolve the problem if applicable.
Reference Company Policy: If relevant, mention the company's refund or return policy that supports your request.
Supporting Documents: Mention any supporting documents you are including with your letter, such as receipts, order confirmations, or email correspondences.
4. Evidence & Resolution Request
Provide any copies of any correspondence you have relating to this refund. The more details you include, the better your chances of things going your way. State explicitly that you are requesting a refund and specify the amount. It’s also helpful to mention your preferred method of refund, whether it’s a return to your credit card, a check, etc.
The better you document your concerns, the easier it is for the company to process your e-mail. If you can explain all the details upfront, you may be able to avoid having to escalate your return request and delaying your payment(25% of refund requests are escalated to a manager or higher authority.) If you can, reference the overall reason for your refund request. Up to 30% of refund requests are due to unmet expectations and another 50% of refund requests are due to product defects.
5. Closing
Thank You: Express appreciation for their consideration of your request.
Contact Information: Include your contact information and express your willingness to discuss the matter further if needed.
6. Signature
Signature: Close with a polite sign-off such as "Sincerely" or "Regards," followed by your signature (if sending a hard copy) and your typed name. If you’re sending any documents along with the letter, list them here (e.g., "Enclosed: Receipt dated [Date], Email correspondence with customer service").
Basic refund letter template:
[Your Name]
[Your Address]
[Date]
[Company Name]
[Company Address]
Dear [Company Representative's Name],
I am writing to request a refund for [product/service name] purchased on [Date] with order number [Order Number]. Unfortunately, the [product/service] did not meet my expectations due to [reason for dissatisfaction], and I believe a refund is warranted.
Sincerely,
[Your Name]
Enclosed: [Enclosed Documents, if any]
[Your Address]
[Date]
[Company Name]
[Company Address]
Dear [Company Representative's Name],
I am writing to request a refund for [product/service name] purchased on [Date] with order number [Order Number]. Unfortunately, the [product/service] did not meet my expectations due to [reason for dissatisfaction], and I believe a refund is warranted.
Sincerely,
[Your Name]
Enclosed: [Enclosed Documents, if any]
Note: You can use the free Magical Chrome extension to write letter templates like this (and store them) so you can call them up with one click. Check it out:
Refund Request Letter Template Samples
1. Defective Product Refund Request
Dear [Company Representative's Name],
I recently purchased a [Product Name] from your [Store/Website] on [Purchase Date], with the order number [Order Number]. Upon receiving and using the product, I discovered that it is defective [provide brief description of the defect].
According to your return policy, products that are found to be defective can be returned within [Return Policy Time Frame] for a full refund. I have attached photos of the defect, along with my purchase receipt as proof of purchase.
I kindly request a full refund of [Amount Paid] to my original payment method. I have also included the product in its original packaging for return.
Thank you for your prompt attention to this matter. I can be reached at [Your Contact Information] should you need any further information or discussion regarding this request.
Sincerely,
[Your Name]
I recently purchased a [Product Name] from your [Store/Website] on [Purchase Date], with the order number [Order Number]. Upon receiving and using the product, I discovered that it is defective [provide brief description of the defect].
According to your return policy, products that are found to be defective can be returned within [Return Policy Time Frame] for a full refund. I have attached photos of the defect, along with my purchase receipt as proof of purchase.
I kindly request a full refund of [Amount Paid] to my original payment method. I have also included the product in its original packaging for return.
Thank you for your prompt attention to this matter. I can be reached at [Your Contact Information] should you need any further information or discussion regarding this request.
Sincerely,
[Your Name]
2. Service Not Rendered Refund Request
Dear [Company Representative's Name],
I am writing to request a refund for the [Service Name] I purchased on [Purchase Date], under the invoice number [Invoice Number]. Unfortunately, the service was not provided as scheduled on [Service Date], and I have not received communication regarding a reschedule.
As per our agreement and your service guarantee, I am entitled to a full refund if the service is not rendered as promised. Therefore, I respectfully request a refund of [Amount Paid].
Please process the refund to my original payment method at your earliest convenience. Should you require any further information, feel free to contact me at [Your Contact Information].
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
I am writing to request a refund for the [Service Name] I purchased on [Purchase Date], under the invoice number [Invoice Number]. Unfortunately, the service was not provided as scheduled on [Service Date], and I have not received communication regarding a reschedule.
As per our agreement and your service guarantee, I am entitled to a full refund if the service is not rendered as promised. Therefore, I respectfully request a refund of [Amount Paid].
Please process the refund to my original payment method at your earliest convenience. Should you require any further information, feel free to contact me at [Your Contact Information].
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
3. Subscription Cancellation and Refund Request
Dear [Company Representative's Name],
I am contacting you to request the cancellation of my subscription for [Subscription Service] and a refund for the unused portion. My account is registered under the email [Your Email Address], and the subscription was last renewed on [Renewal Date].
After reviewing your subscription policy, I understand that customers are eligible for a prorated refund for the unused portion of their subscription. Given that I am canceling [X months] into my annual subscription, I request a refund for the remaining [Y months].
Please confirm the cancellation of my subscription and the processing of my refund to the original payment method. I appreciate your prompt attention to this matter and can be contacted at [Your Contact Information] for any further details required.
Sincerely,
[Your Name]
I am contacting you to request the cancellation of my subscription for [Subscription Service] and a refund for the unused portion. My account is registered under the email [Your Email Address], and the subscription was last renewed on [Renewal Date].
After reviewing your subscription policy, I understand that customers are eligible for a prorated refund for the unused portion of their subscription. Given that I am canceling [X months] into my annual subscription, I request a refund for the remaining [Y months].
Please confirm the cancellation of my subscription and the processing of my refund to the original payment method. I appreciate your prompt attention to this matter and can be contacted at [Your Contact Information] for any further details required.
Sincerely,
[Your Name]
4. Event Cancellation Refund Request
Dear [Event Organizer's Name],
I am writing to request a refund for the [Event Name] tickets I purchased on [Purchase Date]. The event was scheduled for [Event Date] but was unfortunately canceled, as announced on your official website and social media channels.
As per the event cancellation policy stated at the time of purchase, ticket holders are entitled to a full refund in such cases. My ticket order number is [Order Number], and the total amount paid is [Amount Paid].
I kindly request that the refund be processed to my original payment method. Attached are copies of the ticket purchase confirmation and any other relevant documents for your reference.
Thank you for your understanding and prompt resolution of this matter. Please contact me at [Your Contact Information] if you need further information.
Sincerely,
[Your Name]
I am writing to request a refund for the [Event Name] tickets I purchased on [Purchase Date]. The event was scheduled for [Event Date] but was unfortunately canceled, as announced on your official website and social media channels.
As per the event cancellation policy stated at the time of purchase, ticket holders are entitled to a full refund in such cases. My ticket order number is [Order Number], and the total amount paid is [Amount Paid].
I kindly request that the refund be processed to my original payment method. Attached are copies of the ticket purchase confirmation and any other relevant documents for your reference.
Thank you for your understanding and prompt resolution of this matter. Please contact me at [Your Contact Information] if you need further information.
Sincerely,
[Your Name]
5. Poor Service Experience Refund Request
Dear [Manager's Name],
I am reaching out to express my disappointment with the service I received at [Company Name] on [Visit Date] and to request a refund. Despite my anticipation for a pleasant experience, the service provided fell significantly below the expected standards due to [Brief Description of Poor Service].
Given the circumstances and in line with your commitment to customer satisfaction, I believe a refund is justified. I am requesting a refund of [Amount Paid], which represents the cost of the service on [Visit Date].
I hope this situation can be rectified promptly, and I am willing to discuss this matter further if necessary. I can be contacted at [Your Contact Information].
Thank you for your attention to this matter.
Sincerely,
[Your Name]
I am reaching out to express my disappointment with the service I received at [Company Name] on [Visit Date] and to request a refund. Despite my anticipation for a pleasant experience, the service provided fell significantly below the expected standards due to [Brief Description of Poor Service].
Given the circumstances and in line with your commitment to customer satisfaction, I believe a refund is justified. I am requesting a refund of [Amount Paid], which represents the cost of the service on [Visit Date].
I hope this situation can be rectified promptly, and I am willing to discuss this matter further if necessary. I can be contacted at [Your Contact Information].
Thank you for your attention to this matter.
Sincerely,
[Your Name]
6. Product Not Delivered Refund Request
Dear [Company Representative's Name],
I am writing regarding my order [Order Number] placed on [Order Date] for [Product Name]. As of today, [Current Date], the product has not been delivered, and it has surpassed the expected delivery date by [Number of Days Late].
I have attempted to resolve this issue through your customer service but have not received a satisfactory explanation or solution. Therefore, I am requesting a full refund of [Amount Paid] due to the non-delivery of the ordered product.
Please process this refund to my original payment method. For any further information or documentation required, please contact me at [Your Contact Information].
I appreciate your immediate attention to this matter.
Sincerely,
[Your Name]
I am writing regarding my order [Order Number] placed on [Order Date] for [Product Name]. As of today, [Current Date], the product has not been delivered, and it has surpassed the expected delivery date by [Number of Days Late].
I have attempted to resolve this issue through your customer service but have not received a satisfactory explanation or solution. Therefore, I am requesting a full refund of [Amount Paid] due to the non-delivery of the ordered product.
Please process this refund to my original payment method. For any further information or documentation required, please contact me at [Your Contact Information].
I appreciate your immediate attention to this matter.
Sincerely,
[Your Name]
7. Wrong Product Received Refund Request
Dear [Company Representative's Name],
I am contacting you regarding my recent order [Order Number], placed on [Order Date], where I received the wrong product. Instead of [Ordered Product Name], I received [Received Product Name].
After consulting your return policy, I understand that I am eligible for a full refund in such cases. I have attached photographic evidence of the product received and my original purchase receipt.
I kindly request a refund of [Amount Paid] and instructions for returning the incorrect product. Please process the refund to my original form of payment.
Thank you for your understanding and prompt resolution of this issue. Should you require further details, I am available at [Your Contact Information].
Sincerely,
[Your Name]
I am contacting you regarding my recent order [Order Number], placed on [Order Date], where I received the wrong product. Instead of [Ordered Product Name], I received [Received Product Name].
After consulting your return policy, I understand that I am eligible for a full refund in such cases. I have attached photographic evidence of the product received and my original purchase receipt.
I kindly request a refund of [Amount Paid] and instructions for returning the incorrect product. Please process the refund to my original form of payment.
Thank you for your understanding and prompt resolution of this issue. Should you require further details, I am available at [Your Contact Information].
Sincerely,
[Your Name]
8. Product Not Wanted
Sometimes there's not something specifically wrong with the item, but you find that you don't want it, don't need it, or just don't enjoy the features of the product or service. In that case, you may still be entitled to a refund with the company so long as you're within their guidelines on their formal return policy.
Dear [Company Representative's Name],
I am contacting you regarding my recent order [Order Number], placed on [Order Date]. I would like to return this item for a full refund. I see from your return policy that I am eligible to receive the full refund.
I kindly request a refund of [Amount Paid] and instructions for return the product. Please process the refund to my original form of payment.
Thank you for your understanding and prompt resolution of this issue. Should you require further details, I am available at [Your Contact Information].
Sincerely,
[Your Name]
Dear [Company Representative's Name],
I am contacting you regarding my recent order [Order Number], placed on [Order Date]. I would like to return this item for a full refund. I see from your return policy that I am eligible to receive the full refund.
I kindly request a refund of [Amount Paid] and instructions for return the product. Please process the refund to my original form of payment.
Thank you for your understanding and prompt resolution of this issue. Should you require further details, I am available at [Your Contact Information].
Sincerely,
[Your Name]
Legal Recourse If Your Refund Request Is Denied
Finding out your refund request has been denied can be frustrating. But, it's not the end of the road. There are legal steps you can take to pursue your case further. It's usually not worth involving a lawyer, but you might have grounds for a small claims court case.
When to Involve Small Claims Court
If direct communication fails and your refund remains unprocessed, small claims court is an option worth considering. Opting for this pathway offers the chance to articulate your grievances independently, bypassing hefty legal fees in quest of settling disagreements tied to purchases.
Before heading down this path, drafting a written request or demand letter outlining your complaint is crucial. It serves as formal documentation that you've sought resolution before taking legal action.
In only about 5% of cases do denied refunds escalate to this level; however, being aware of this option empowers consumers with knowledge on how to proceed if needed.
Documentation is Important
When preparing for any form of legal action, including going to small claims court or writing a demand letter requesting further review by the company involved in denying your refund request, detailed records become invaluable. Make sure you have all receipts, email exchanges regarding the refund denial and any other relevant documents organized and ready for presentation.
A Final Word
We all have had to deal with the unpleasant situation of having to return something. But when you're armed with evidence coupled with a well written refund request letter template, your chances of getting what you want increase greatly. You may even get more than you ask for, depending on the company.
Make sure to use the free Magical Chrome extension to store and create your letter templates (or any templates you have). Magical is used by 600,000 people (and counting) to save 7 hours a week. Try it yourself!
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