How to Write a Refund Letter Format: A Complete Guide

How to Write a Refund Request Letter?

To write a refund request letter, follow these steps:

1. Start with Your Details: Begin by including your full name, address, phone number, and email address at the top of the letter.

2. Address the Recipient: Write the recipient’s name, title, company name, and address.

3. Include the Date: Put the date on which you are writing the letter.

4. Write a Clear Subject Line: Mention the purpose of your letter in the subject line, such as "Request for Refund."

5. State Your Request: Clearly state that you are requesting a refund. Mention the product or service, purchase date, and reason for the refund.

6. Provide Details: Include any relevant details like order number, transaction number, and amounts involved.

7. Attach Evidence: If possible, attach copies of receipts, invoices, or any supporting documents.

8. Close Professionally: End with a polite closing statement, such as requesting a prompt response and providing your contact information.

9. Sign the Letter: Sign your name at the end and print it below your signature.

10. Send the Letter: Send the letter via mail or email, depending on the company’s preferred method.

Simple Format for a Refund Letter

(Your Name)
(Your Address)
(City, State, ZIP Code)
(Email Address)
(Phone Number)

(Date)

(Recipient's Name)
(Recipient's Position)
(Company's Name)
(Company's Address)
(City, State, ZIP Code)

Subject: Request for Refund

Dear (Recipient's Name),

I am writing to request a refund for (briefly describe the product/service). Below are the details of the purchase:

• Product/Service Name: (Name)

• Order Number/Invoice Number: (Number)

• Purchase Date: (Date)

• Amount Paid: (Amount)

(Provide a brief explanation of the issue or reason for the refund request. For example: The product was defective, or the service did not meet my expectations.)

I have attached (copies of the receipt, invoice, photos of the defect, etc.) for your reference. I kindly request a refund of (amount) to be processed to my original payment method.

Please let me know if you need any additional information to process this request. I appreciate your prompt attention to this matter.

Thank you.

Sincerely,
(Your Name)

Sample Letters of Refund Payment Request

Here are some sample refund letters to help you understand how to write your own. Check them out to see how to format your refund request.

For more information on different types of letters, read our article on Letter Writing.

Sample 1: Refund for a Defective Product

Subject: Request for Refund for Defective Product

Dear Ms. Johnson,

I am writing to request a refund for a defective product that I purchased from your online store. The product, a Bluetooth speaker, was bought on July 10, 2024, but it stopped working properly within a week of use.

Details:

• Order Number: 123456

• Product Name: Bluetooth Speaker

• Purchase Date: July 10, 2024

• Issue: The speaker does not power on and fails to connect to any devices.

I would like a full refund to my original payment method. Attached is a copy of the receipt for your reference. Please let me know if you need any additional information to process this request.

Thank you for your prompt attention to this matter.

Sincerely,
John Smith
Email: john.smith@example.com
Phone: 987-654-3210

Sample 2: Refund for Cancelled Service

Subject: Request for Refund for Cancelled Service

Dear Mr. Brown,

I am requesting a refund for the service I booked and cancelled. The service, a lawn care package, was scheduled for August 5, 2024. According to your company’s policy, I am eligible for a full refund due to the cancellation.

Details:

• Booking Number: ABC789

• Service: Lawn Care Package

• Booking Date: July 25, 2024

• Cancellation Date: August 1, 2024

Please process the refund to my original payment method. If you need further details, please let me know. Attached is the cancellation confirmation for your reference.

Thank you for your assistance.

Best regards,
Emily Davis
Email: emily.davis@example.com
Phone: 654-321-0987

Sample 3: Refund for Overcharged Amount

Subject: Request for Refund of Overcharged Amount

Dear Ms. Lee,

I am writing to request a refund for the amount I was overcharged on my recent purchase. I was billed $150 instead of the correct amount of $120 for a set of kitchen utensils.

Details:

• Order Number: 654321

• Purchase Date: August 10, 2024

• Overcharged Amount: $30

Please review the billing and process the refund of $30 to my original payment method. I have attached a copy of the invoice for your review.

Thank you for your prompt attention.

Kind regards,
Michael Brown
Email: michael.brown@example.com
Phone: 321-654-9870

Sample 4: Refund for Unsatisfactory Service

Subject: Request for Refund Due to Unsatisfactory Service

Dear Mrs. Wilson,

I am requesting a refund for the service provided on July 15, 2024, which did not meet the agreed-upon standards. The cleaning service was incomplete and left several areas of my home unclean.

Details:

• Service Number: CLEAN2024

• Service Date: July 15, 2024

• Description of Issue: Several areas, including the kitchen and living room, were not cleaned as per the agreement.

I would appreciate a full refund to my original payment method. Please find the service agreement attached for your reference.

Thank you for addressing this issue.

Sincerely,
Sarah Miller
Email: sarah.miller@example.com
Phone: 987-123-4567

Test Your Knowledge: Request Refund Letter

• Task 1 - Defective Product: Write a refund request for a faulty electronic item. Include the product name, order number, purchase date, and the problem.

• Task 2 - Overcharged Amount: Draft a letter asking for a refund due to being overcharged. Mention order number, billed amount, and correct amount.

• Task 3- Service Cancellation: Request a refund for a cancelled service. Include the booking number, service name, booking date, and cancellation date.

Now Check Out if You Got them All Right from the Answers Below:

Task 1 - Refund Request for Defective Product

Subject: Request for Refund Due to Defective Product

Dear (Recipient's Name),

I am writing to request a refund for a defective electronic item I purchased from your store. Below are the details of my purchase:

• Product Name: (Product Name)

• Order Number: (Order Number)

• Purchase Date: (Purchase Date)

The product started malfunctioning within a week of purchase, and it did not work as expected. I have attached a copy of the receipt and photos of the defect for your reference. I kindly request a full refund for the defective item.

Please let me know if you need any more information or if there are any forms I need to fill out to process this refund.

Thank you for your prompt attention to this matter.

Sincerely,
(Your Name)
(Your Contact Information)

Task 2 - Refund Request for Overcharged Amount

Subject: Request for Refund of Overcharged Amount

Dear (Recipient's Name),

I am writing to request a refund for an overcharge on my recent purchase. Below are the details of my order:

• Order Number: (Order Number)

• Billed Amount: (Billed Amount)

• Correct Amount: (Correct Amount)

I was billed (Billed Amount) instead of the correct amount of (Correct Amount). I would appreciate it if you could refund the difference of (Refund Amount) to my original payment method.

Please find attached a copy of my receipt showing the incorrect charge. I look forward to your prompt response.

Thank you for your assistance.

Sincerely,
(Your Name)
(Your Contact Information)

Task 3 - Refund Request for Service Cancellation

Subject: Request for Refund Due to Service Cancellation

Dear (Recipient's Name),

I am writing to request a refund for a service I booked but had to cancel. Below are the details:

• Booking Number: (Booking Number)

• Service Name: (Service Name)

• Booking Date: (Booking Date)

• Cancellation Date: (Cancellation Date)

Since I cancelled the service on (Cancellation Date), I would like to request a refund. I have attached a copy of the cancellation confirmation for your reference.

Please let me know if there are any additional steps I need to take to complete this refund request.

Thank you for your understanding and prompt attention.

Sincerely,
(Your Name)
(Your Contact Information)

Takeaways from this Page

When writing a refund letter, include important details to make your request clear. Start by stating you want a refund and provide your order number, purchase date, and amount paid. Explain why you want the refund and attach any needed documents, like receipts or photos. Using a clear format helps ensure your letter is understood and processed quickly. This page shows you how to write an effective refund letter and what details to include for the best results.