Getting your money back can feel like a challenge. You want to ask for a refund but might worry about saying the right things or using the correct format. A well-written refund request letter makes all the difference between success and failure.
This guide shares 15 ready-to-use refund request letter samples for different situations. Each letter follows proven formats that get results. Ready to see how simple asking for your money back can be? Let’s look at these effective templates.
Sample Letters of Request for Refund
These sample letters will help you craft the perfect refund request for any situation.
1. Basic Product Refund Request
Date: April 5, 2025
John Smith
123 Main Street
Anytown, TX 12345
Phone: (555) 123-4567
Email: johnsmith@email.com
Customer Service Department
ABC Company
456 Business Road
Businesstown, TX 67890
Subject: Refund Request for Faulty Product (Order #12345)
Dear Customer Service Representative,
On March 25, 2025, I bought a wireless keyboard (Model XYZ-100) from your online store for $79.99. The order number is #12345, and I paid with my credit card ending in 4321.
When I tried to use the keyboard, I found that several keys did not work correctly. I tested it with three different computers, but the problem stayed the same. This makes the product unusable for my needs.
I am asking for a full refund of $79.99. I have already packed the keyboard in its original box and can return it as soon as you approve this request. Please find attached a copy of my receipt and photos showing the faulty keys.
Thank you for your quick attention to this matter. I look forward to your response within the next 5 business days.
Sincerely,
John Smith
2. Service Cancellation Refund Request
Date: April 5, 2025
Maria Johnson
789 Residential Avenue
Homeville, CA 98765
Phone: (555) 987-6543
Email: mariaj@email.com
Subscription Department
XYZ Streaming Service
321 Entertainment Blvd
Los Angeles, CA 90001
Subject: Refund Request for Unused Subscription Period
Dear Subscription Manager,
I am writing about my streaming service subscription (Account #MJ9876543). On February 1, 2025, I paid $120 for a yearly subscription to your Premium Plan.
Due to changes in my personal situation, I need to cancel this subscription right away. As per your stated policy on partial refunds, customers who cancel before using six months of service can get a refund for the unused months.
Since I have used the service for just two months (February and March 2025), I ask for a refund of $100, which covers the ten unused months of my yearly subscription.
I have already started the cancellation process through my account settings on your website. The confirmation number for this cancellation request is #CANCEL87654.
Thank you for helping with this matter. I have enjoyed your service but must make this change due to personal circumstances.
Best regards,
Maria Johnson
3. Event Ticket Refund Request
Date: April 5, 2025
David Lee
456 Park Avenue
Musictown, NY 10001
Phone: (555) 234-5678
Email: davidlee@email.com
Ticket Refund Department
Big Stadium Events
100 Stadium Plaza
New York, NY 10099
Subject: Refund Request for Concert Tickets (Order #TIX-5678)
Dear Ticket Refund Team,
I bought two tickets (Section A, Row 12, Seats 5-6) for the Music Band concert scheduled for May 15, 2025, at your stadium. The order number is TIX-5678, and I paid $250 total using my debit card ending in 9876.
Today, I got an email from your company stating the concert has been pushed back to August 20, 2025. Sadly, I will be out of the country on the new date and cannot attend.
Your rescheduling policy, which I checked on your website, says customers can get a full refund if they cannot attend a rescheduled event. Based on this policy, I ask for a complete refund of $250 back to my original payment method.
I have attached a copy of the tickets, my payment receipt, and the email about the schedule change to this letter.
Please process my refund within your standard 10-day period. If you need any other details, feel free to contact me.
Thank you for your understanding,
David Lee
4. Hotel Reservation Refund Request
Date: April 5, 2025
Sarah Thompson
789 Sunset Drive
Westfield, IL 60185
Phone: (555) 345-6789
Email: sarah.t@email.com
Reservations Manager
Oceanview Resort & Spa
1200 Beachfront Road
Miami Beach, FL 33139
Subject: Refund Request for Hotel Reservation #BK98765
Dear Reservations Manager,
I made a booking at your hotel for a five-night stay from June 12-17, 2025 (Reservation #BK98765). I paid a deposit of $750 on March 1, 2025, using my Visa card ending in 5432.
Yesterday, my doctor told me I need unexpected surgery scheduled for June 10, 2025. The recovery time means I cannot travel as planned. This situation falls under your “medical emergency” exception in the cancellation policy.
I ask for a full refund of my $750 deposit. I have attached a doctor’s note (with personal medical details removed) confirming my surgery date, as well as my booking confirmation.
My family and I were looking forward to staying at your beautiful property. We hope to reschedule our visit later this year after my recovery.
Thank you for your understanding during this difficult time. I would appreciate your response within the next week so I can finalize my changed plans.
Kind regards,
Sarah Thompson
5. Online Course Refund Request
Date: April 5, 2025
Robert Chen
123 Learning Lane
Knowledge City, CA 94022
Phone: (555) 456-7890
Email: robert.chen@email.com
Student Support Team
Digital Skills Academy
500 Education Boulevard
San Francisco, CA 94105
Subject: Course Refund Request (Student ID: RC78901)
Dear Student Support Team,
I signed up for your “Advanced Data Analysis” course on March 20, 2025, and paid $899 (Order #DSA-45678). My student ID is RC78901.
After completing the first two modules, I found that the course content is too basic for my skill level. The course description mentioned advanced techniques that would build on intermediate knowledge, but the material covers mostly basic concepts I already know well.
According to your satisfaction guarantee policy, students can request a refund within 14 days of purchase if the course does not meet their learning needs. As I am still within this timeframe, I ask for a full refund of $899.
I have already stopped accessing the course materials through my student portal. Please process the refund to my original payment method.
While this course wasn’t the right fit for my needs, I appreciate the quality of your teaching platform and may look into other, more advanced courses in your catalog in the future.
Thank you for your assistance,
Robert Chen
6. Refund Request for Damaged Goods
Date: April 5, 2025
Lisa Patel
567 Maple Avenue
Springfield, OR 97477
Phone: (555) 567-8901
Email: lisa.p@email.com
Claims Department
Furniture Emporium
789 Warehouse Way
Portland, OR 97201
Subject: Refund Request for Damaged Coffee Table (Order #FE-34567)
Dear Claims Representative,
On March 15, 2025, I ordered a glass coffee table from your store for $450 plus $50 shipping (Order #FE-34567). The table was delivered to my home yesterday, April 4, 2025.
Upon opening the package, I found that the glass top has a large crack running across one corner. The damage appears to have happened during shipping, as the box also showed signs of rough handling.
I called your customer service line right away (reference #CS-987654) and was told to send this formal request for a refund. As per the agent’s instructions, I have taken photos of both the damaged table and the packaging, which are attached to this letter.
Since the item arrived in an unusable condition, I am asking for a complete refund of $500. I understand your delivery team will schedule a pickup of the damaged item, and I will make sure it’s properly packaged for return.
Thanks for your help in resolving this issue. I have been a loyal customer of Furniture Emporium for many years and trust you will handle this situation fairly.
Regards,
Lisa Patel
7. Refund Request Due to Duplicate Charge
Date: April 5, 2025
Michael Brown
890 Oak Street
Riverdale, GA 30274
Phone: (555) 678-9012
Email: m.brown@email.com
Billing Department
GreenGrocer Delivery Service
456 Fresh Foods Lane
Atlanta, GA 30303
Subject: Refund Request for Duplicate Payment (Account #MB123456)
Dear Billing Department,
I am writing about a duplicate charge on my GreenGrocer delivery account (Account #MB123456).
On March 30, 2025, I placed an order for grocery delivery (Order #GG-78901) totaling $142.57. When checking my credit card statement yesterday, I noticed that this amount was charged twice to my card ending in 6789. The charges appeared on March 30 and March 31, 2025, with the same order number.
I have attached screenshots of my credit card statement showing both charges, as well as the order confirmation email I received showing that I only placed one order.
Please refund the duplicate charge of $142.57 to my credit card as soon as possible. This error has caused me some financial difficulty as I wasn’t expecting the extra charge.
I appreciate your attention to this matter and look forward to continuing to use your delivery service once this issue is resolved.
Sincerely,
Michael Brown
8. Flight Cancellation Refund Request
Date: April 5, 2025
Jennifer Wilson
123 Traveler Lane
Journey City, TX 75001
Phone: (555) 789-0123
Email: jwilson@email.com
Refunds Department
SkyHigh Airlines
Terminal 3, Airport Complex
Dallas, TX 75261
Subject: Refund Request for Cancelled Flight SH-789 (Booking #ABC123)
Dear SkyHigh Airlines Refunds Team,
I had a confirmed reservation on your flight SH-789 from Dallas to Chicago scheduled for March 29, 2025, at 10:15 AM (Booking #ABC123). I paid $320 for this round-trip ticket using my American Express card ending in 2468.
On the morning of the flight, I received a text message informing me that the flight was cancelled due to mechanical issues. An airline representative at the airport told me to submit a refund request instead of rebooking, as my trip purpose was no longer valid due to the delay.
According to your cancellation policy, passengers are entitled to a full refund when flights are cancelled by the airline. Therefore, I request a complete refund of $320 to my original payment method.
I have attached my e-ticket, the cancellation notification, and a screenshot of the conversation with your customer service via your mobile app confirming my eligibility for a refund.
Your prompt attention to this matter would be greatly appreciated, as this was an unexpected expense in my budget.
Best regards,
Jennifer Wilson
9. Refund Request for Incorrect Item
Date: April 5, 2025
Carlos Rodriguez
456 Sunrise Boulevard
Sunshine City, FL 33156
Phone: (555) 890-1234
Email: c.rodriguez@email.com
Customer Relations
ElectroMart Online Store
789 Digital Drive
Tampa, FL 33607
Subject: Refund Request for Incorrect Item Shipment (Order #EM-67890)
Dear Customer Relations Team,
On March 22, 2025, I ordered a 55-inch SmartView Television (Model SV-550) from your website for $699.99 (Order #EM-67890). The order was delivered on April 2, 2025.
When I opened the package, I found that you had sent a 43-inch SmartView Television (Model SV-430) instead of the 55-inch model I ordered and paid for. The packing slip clearly shows that the 55-inch model was supposed to be shipped.
I contacted your customer service line immediately (Case #CS-123456). The representative confirmed the error and advised me to request a refund through this formal letter while they arrange for the incorrect item to be picked up.
I am requesting a full refund of $699.99 once you have received the returned television. I understand your return team will contact me within 3 business days to schedule the pickup.
This mistake has caused me some disappointment as I was planning to use the new TV for a family gathering this weekend. I hope we can resolve this matter quickly.
Thank you for your understanding,
Carlos Rodriguez
10. Software Subscription Refund Request
Date: April 5, 2025
Emma Wright
789 Digital Avenue
Techville, WA 98101
Phone: (555) 901-2345
Email: emma.wright@email.com
Billing Support
ProDesign Software Inc.
456 Software Boulevard
Seattle, WA 98104
Subject: Refund Request for Unused Subscription Period (Account #EW-456789)
Dear Billing Support Team,
I am writing regarding my annual subscription to ProDesign Premium (Account #EW-456789). On January 15, 2025, I renewed my subscription for one year at the cost of $599.99.
Last week, my company provided me with a corporate license for the same software, making my personal subscription unnecessary. I reached out to your live chat support on April 2, 2025 (Chat ID #CHAT-12345), and was advised to send this formal refund request.
According to your subscription terms, which I reviewed on your website, customers may request prorated refunds for annual subscriptions within the first 90 days. Since I am within this period and have paid for a full year, I am requesting a refund of $449.99, which represents the unused 9 months of my subscription (April through December 2025).
I have already deactivated the software on my personal devices and removed it from my computer as advised by your support team.
I have been a happy customer of ProDesign for over three years and hope this process can be handled smoothly.
Kind regards,
Emma Wright
11. Restaurant Meal Refund Request
Date: April 5, 2025
Thomas Jackson
123 Gourmet Lane
Tasteville, CA 90210
Phone: (555) 012-3456
Email: tjackson@email.com
Manager
Fine Dining Restaurant
456 Culinary Boulevard
Los Angeles, CA 90025
Subject: Refund Request for Unsatisfactory Dining Experience (Receipt #FD-5678)
Dear Restaurant Manager,
My family and I dined at your restaurant on April 1, 2025, at approximately 7:30 PM. Our bill came to $235.75, which I paid with my Mastercard ending in 7890 (Receipt #FD-5678).
While we have enjoyed meals at your establishment many times before, our experience that evening fell far below your usual standards. We waited over an hour for our main courses after ordering. When the food finally arrived, my steak was overcooked, my wife’s fish was undercooked, and my daughter’s pasta dish was cold.
We brought these issues to our server’s attention, who apologized but did not offer any solutions. The restaurant was busy, but we noticed tables seated after us receiving their food before we did.
Given the significant wait time and the poor quality of the food we received, I am requesting a partial refund of $150, which represents the cost of our main courses and a portion of the service charge.
I have attached a copy of our receipt and photos of the problematic dishes. Despite this unfortunate experience, we hope to return to your restaurant in the future for the quality dining experience we have come to expect.
Respectfully,
Thomas Jackson
12. Refund Request for Defective Electronics
Date: April 5, 2025
Olivia Kim
789 Tech Street
Gadgetville, NY 11201
Phone: (555) 123-4567
Email: olivia.kim@email.com
Returns Department
TechGiant Store
456 Electronics Avenue
New York, NY 10001
Subject: Refund Request for Defective Smartphone (Order #TG-12345)
Dear Returns Department,
On March 15, 2025, I purchased a PhoneX Pro smartphone from your store for $899.99 plus tax, totaling $980.99 (Order #TG-12345). I paid using my Visa credit card ending in 3456.
After using the phone for just two weeks, it began showing serious problems. The battery drains extremely quickly, sometimes going from 100% to 20% in less than an hour with minimal use. The device also overheats during basic tasks like checking email or browsing the internet.
I brought the phone to your technical support desk on April 1, 2025 (Service Ticket #TS-7890). Your technician confirmed these issues were due to a hardware defect and not user error. The technician suggested I request a refund since the phone is still within your 30-day return period.
I am asking for a full refund of $980.99. I have reset the phone to factory settings as advised by your technical support team and have all the original packaging and accessories ready for return.
Please find attached my purchase receipt, the service ticket from your technical support team, and photos showing the battery drain issue.
I would appreciate your prompt attention to this matter as I rely on my phone for both personal and professional communications.
Sincerely,
Olivia Kim
13. Gym Membership Refund Request
Date: April 5, 2025
Daniel Martinez
456 Fitness Street
Healthville, FL 33175
Phone: (555) 234-5678
Email: d.martinez@email.com
Membership Services
FlexFit Gym
789 Workout Avenue
Miami, FL 33130
Subject: Medical Refund Request for Annual Membership (Member ID: DM-123456)
Dear Membership Services Team,
I am writing about my FlexFit annual membership (Member ID: DM-123456), which I purchased on February 1, 2025, for $850.
Last week, I sustained a serious back injury in a car accident. My doctor has advised me to avoid all strenuous physical activity for at least the next 6-8 months while I recover. This medical restriction makes it impossible for me to use my gym membership for the foreseeable future.
According to section 5.2 of the membership agreement, members may request partial refunds for unused membership periods due to medical conditions that prevent gym use. Based on this policy, I am requesting a refund of $708.33, which represents the remaining 10 months of my unused membership.
I have attached a letter from my doctor confirming my injury and activity restrictions (with sensitive medical details removed). I have also included a copy of my membership agreement and payment receipt.
My membership card has been deactivated through your mobile app as of April 3, 2025. I have enjoyed being a member of FlexFit and hope to rejoin once I have fully recovered.
Thank you for your understanding during this difficult time.
Best regards,
Daniel Martinez
14. Refund Request for Cancelled Service Appointment
Date: April 5, 2025
Rachel Green
123 Homeowner Lane
Fixitville, TX 78701
Phone: (555) 345-6789
Email: r.green@email.com
Scheduling Department
QuickFix Home Services
456 Repair Road
Austin, TX 78702
Subject: Refund Request for Prepaid Service Fee (Booking #QF-9876)
Dear Scheduling Department,
On March 25, 2025, I scheduled and prepaid for a plumbing service appointment at my home for April 4, 2025, between 1:00 PM and 5:00 PM (Booking #QF-9876). I paid $150 as a service fee using my debit card ending in 5678.
I took time off work to be home during the scheduled window, but no technician arrived. At 4:30 PM, I called your customer service line and was told that the appointment had been cancelled on your end due to technician unavailability, but I was never notified of this cancellation.
The customer service representative (Rep ID #CS789) apologized for the oversight and advised me to request a refund for the prepaid service fee. They also mentioned that the earliest available new appointment would be in two weeks, which does not work with my schedule.
I am requesting a full refund of the $150 service fee to my original payment method. I have attached my booking confirmation email and the reference number from my phone call with customer service.
This situation has caused me significant inconvenience, as I had to use a personal day from work to be home for an appointment that never happened. I hope you will process this refund promptly.
Thank you for your attention to this matter,
Rachel Green
15. Online Shopping Refund Request for Undelivered Item
Date: April 5, 2025
William Turner
789 Consumer Road
Shopville, CA 95814
Phone: (555) 456-7890
Email: wturner@email.com
Customer Support
MegaMart Online
123 E-Commerce Way
Sacramento, CA 95815
Subject: Refund Request for Undelivered Package (Order #MM-54321)
Dear Customer Support Team,
On March 20, 2025, I placed an order on your website for a coffee maker priced at $89.99 plus $10 shipping, totaling $99.99 (Order #MM-54321). Payment was made using my PayPal account linked to william.turner@email.com.
According to your tracking information, the package was marked as “Delivered” on March 27, 2025. However, I never received the item at my address. I have checked with my neighbors, looked around my property, and confirmed with the building manager that no package was delivered to the mail room or office.
I reported this issue through your online chat system on March 28, 2025 (Chat Reference #CHAT-6789), and was told to wait 48 hours in case the package was misscanned. After waiting as advised, I still have not received my order.
As per your shipping policy, if a customer does not receive an item that is marked as delivered, they can request a refund after filing a missing package report. I filed this report on March 30, 2025 (Report #MPR-1234).
I am now requesting a full refund of $99.99 to my PayPal account. I have attached screenshots of the order confirmation, tracking information, and my chat transcript with your support team.
Thank you for your help in resolving this issue. I have been a regular customer of MegaMart Online and hope this situation can be resolved quickly.
Regards,
William Turner
Wrap-up: Sample Request Letters
Writing an effective refund request letter boosts your chances of getting your money back. These 15 templates show the right way to ask for refunds in different situations. The key points to include are your personal details, order information, payment method, reason for refund, and your specific request.
Keep your tone polite but firm. Attach copies of receipts or other proof when possible. Always give the company a reasonable timeframe to respond. Following these guidelines puts you in a strong position to get the refund you deserve.
Use these samples as starting points and adjust them to fit your specific situation. A clear, well-written refund request often leads to faster, more favorable results.