Getting your money back can feel like a difficult task. Many people struggle with writing effective refund request letters that get results. The right words can make all the difference between a quick refund and weeks of waiting.
This guide offers 15 ready-to-use refund request letter templates for various situations. Each letter follows a proven formula that works with businesses big and small. Let’s help you get your money back without the stress.
Sample Letters of Request for Refund of Money
Here are 15 different letter templates you can use when requesting a refund.
1. Basic Refund Request for a Faulty Product
Subject: Refund Request for Defective [Product Name]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Company Name]
[Company Address]
[City, State, ZIP]
Dear Customer Service Team,
I bought a [product name] from your store on [date of purchase] for [amount paid]. My receipt number is [receipt number].
Sadly, the product stopped working after just [time period]. According to your return policy, items that break within [warranty period] qualify for a full refund. Since this falls within that timeframe, I would like to request a complete refund of [amount].
I have attached a copy of my receipt and photos showing the defect for your review.
Please process my refund to [preferred refund method]. My [account details if needed].
Thank you for your quick attention to this matter.
Sincerely,
[Your Name]
[Contact Information]
2. Refund Request for an Online Order Never Received
Subject: Refund Request – Order #[Order Number] Not Received
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Company Name]
[Company Address]
[City, State, ZIP]
Dear [Company Name] Support Team,
On [date of purchase], I placed order #[order number] on your website for [product/service] totaling [amount]. My payment was processed successfully through [payment method].
According to your tracking information, my package should have arrived by [expected delivery date]. As of today, [current date], I still have not received my order.
I contacted your shipping partner, [shipping company name], on [date of contact] and they confirmed the package has been lost in transit (reference number: [reference number]).
Based on your stated policies for undelivered items, I request a full refund of [amount] to my original payment method. Please process this refund within [timeframe stated in their policy, typically 7-14 business days].
Thank you for your help with this matter.
Best regards,
[Your Name]
[Contact Information]
3. Refund Request for Services Not Rendered
Subject: Refund Request for Services Not Provided – Contract #[Contract Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Service Provider Name]
[Provider Address]
[City, State, ZIP]
Dear [Service Provider Name],
This letter concerns the service agreement dated [date of agreement] for [description of services] totaling [amount paid].
Our agreement stated that you would provide [specific services] by [agreed completion date]. Despite my payment in full on [payment date], the following services were not delivered:
1. [Undelivered service 1] 2. [Undelivered service 2] 3. [Undelivered service 3]
I attempted to resolve this issue by contacting your office on [dates of previous contact attempts] but have not received a satisfactory response.
Since the agreed-upon services were not provided, I request a full refund of [amount] within [reasonable timeframe, e.g., 10 business days].
Should you have questions or need additional information, please contact me at [phone number] or [email address].
Thank you for your prompt attention to this matter.
Regards,
[Your Name]
[Contact Information]
4. Refund Request for a Canceled Subscription
Subject: Refund Request for Unused Portion of [Service Name] Subscription
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Company Name]
[Company Address]
[City, State, ZIP]
Dear [Company Name] Billing Department,
I am writing about my subscription to [service name], account number [account number].
On [date], I paid [amount] for a [length of subscription] subscription. On [cancellation date], I canceled this subscription through [method of cancellation] and received confirmation number [confirmation number].
As per your terms of service which state that “customers who cancel may request a prorated refund for the unused portion of their subscription,” I am requesting a refund of [prorated amount] for the remaining [time period] of my subscription.
Please process this refund to [preferred refund method]. My [account details if needed].
Thank you for processing this request in a timely manner.
Sincerely,
[Your Name]
[Contact Information]
5. Refund Request Due to Duplicate Charge
Subject: Request for Refund of Duplicate Charge – Transaction #[Transaction Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Company Name]
[Company Address]
[City, State, ZIP]
To Whom It May Concern,
On [date], I was charged twice for a single purchase at your [store/website]. The details are:
– First charge: [amount], Transaction ID: [transaction ID], Time: [time] – Second charge: [amount], Transaction ID: [transaction ID], Time: [time]
I have attached my bank statement showing both charges for the same item.
Please refund the duplicate charge of [amount] to my [credit card/bank account] as soon as possible.
If you need any additional information to process this refund, please contact me at [phone number] or [email address].
Thank you for your assistance with resolving this billing error.
Regards,
[Your Name]
[Contact Information]
6. Refund Request for a Hotel Reservation
Subject: Refund Request for Canceled Hotel Reservation #[Reservation Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Hotel Name]
[Hotel Address]
[City, State, ZIP]
Dear Reservations Manager,
I had a reservation at your hotel for [dates of stay], confirmation number [reservation number], which I canceled on [date of cancellation].
According to your cancellation policy, guests who cancel at least [number] days before arrival are entitled to a full refund. My cancellation was made [number] days before the scheduled arrival, well within your policy guidelines.
The total amount charged to my [credit card/payment method] was [amount] on [date of charge].
Please refund the full amount of [amount] to my original payment method. If you need additional details to process this refund, my booking was made under the name [name on reservation] for a [room type] room.
Thank you for your assistance with this matter.
Best regards,
[Your Name]
[Contact Information]
7. Refund Request for an Event Ticket
Subject: Refund Request for [Event Name] Ticket – Order #[Order Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Ticket Vendor/Event Organizer]
[Company Address]
[City, State, ZIP]
Dear [Ticket Vendor/Event Organizer],
I purchased [number] ticket(s) for [event name] scheduled for [event date] at [venue]. My order number is [order number] and I paid [amount] on [purchase date].
The event has been [canceled/postponed/significantly changed] as announced on [date of announcement]. According to your refund policy for canceled or significantly altered events, ticket holders are eligible for a full refund.
Please refund the full ticket price of [amount] to my [payment method]. My [payment details if needed].
I have attached a copy of my ticket confirmation/receipt for your reference.
Thank you for processing this refund request promptly.
Sincerely,
[Your Name]
[Contact Information]
8. Refund Request for a Wrong Food Order
Subject: Refund Request for Incorrect Food Order #[Order Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Restaurant/Food Delivery Service]
[Business Address]
[City, State, ZIP]
Dear Customer Service Team,
On [date] at approximately [time], I placed an order #[order number] through [ordering method] for [food items ordered] totaling [amount].
When my order arrived, I received [incorrect items received] instead of what I had ordered. I immediately contacted your customer service at [time of contact] and spoke with [name of representative if available], who advised me to send this written request.
Due to this error, I was unable to eat the food provided as it contained [ingredients I cannot consume/was completely different from what I ordered].
I request a full refund of [amount] to my [payment method]. My order was paid using [payment details].
Thank you for addressing this issue promptly.
Regards,
[Your Name]
[Contact Information]
9. Refund Request for a Membership Fee
Subject: Request for Refund of [Organization Name] Membership Fee
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Organization Name]
[Organization Address]
[City, State, ZIP]
Dear Membership Department,
I joined [organization name] on [date] and paid a membership fee of [amount] for [type of membership].
Unfortunately, due to [brief reason for cancellation], I need to cancel my membership. According to your membership terms, which state that “members may request a prorated refund within [timeframe] of joining if they are unable to use the facilities,” I am eligible for a partial refund.
Since I have only used the membership for [time period] out of the [total membership period], I am requesting a prorated refund of [calculated amount].
Please process this refund to [preferred refund method]. My membership number is [membership number].
Thank you for your understanding and prompt attention to this request.
Best regards,
[Your Name]
[Contact Information]
10. Refund Request for a Software Purchase
Subject: Refund Request for [Software Name] – License #[License Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Software Company]
[Company Address]
[City, State, ZIP]
Dear Technical Support Team,
On [purchase date], I bought [software name], version [version number], for [amount]. My license key is [license key/number].
Despite following the installation instructions carefully, the software is not functioning as advertised. Specifically, these problems have occurred:
1. [Problem 1] 2. [Problem 2] 3. [Problem 3]
I contacted your technical support on [date(s)] (support ticket #[ticket number]) but the issues remain unresolved after trying all suggested solutions.
Your 30-day money-back guarantee states that customers are entitled to a full refund if the software does not perform its main functions. Since I have been unable to use the software for its intended purpose, I request a full refund of [amount].
Please process this refund to my [payment method]. The original purchase was made through [purchase platform] under the account [account name/email].
Thank you for your assistance with this matter.
Sincerely,
[Your Name]
[Contact Information]
11. Refund Request for a Course or Class
Subject: Refund Request for [Course Name] – Registration #[Registration Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Educational Institution/Course Provider]
[Institution Address]
[City, State, ZIP]
Dear Course Administrator,
I enrolled in [course name] scheduled to begin on [start date] and paid [amount] on [payment date]. My registration number is [registration number].
Due to [reason for requesting refund], I am unable to participate in this course. According to your refund policy, students who withdraw at least [timeframe] before the course begins are eligible for a [full/partial] refund.
As I am notifying you [timeframe] before the course start date, I request a refund of [amount] to be returned to my [payment method].
If you need any additional information to process this refund, please contact me at [phone number] or [email address].
Thank you for your understanding and prompt attention to this matter.
Regards,
[Your Name]
[Contact Information]
12. Refund Request for a Flight Cancellation
Subject: Refund Request for Canceled Flight #[Flight Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Airline Name]
[Airline Customer Service Address]
[City, State, ZIP]
Dear Customer Service Department,
I had a reservation on flight [flight number] from [departure city] to [destination city] scheduled for [date] at [time]. My booking reference is [booking reference/confirmation number].
On [date of cancellation notice], I received notification that this flight was canceled by [airline name] due to [reason if known].
According to your airline’s policy and applicable transportation regulations, passengers are entitled to a full refund when the airline cancels a flight.
I paid [amount] for this ticket on [purchase date] using [payment method]. Please process a full refund to my original payment method.
My ticket was purchased under the name [name on ticket] and my frequent flyer number (if applicable) is [frequent flyer number].
Thank you for processing this refund request promptly.
Sincerely,
[Your Name]
[Contact Information]
13. Refund Request for Unsatisfactory Service
Subject: Refund Request for Unsatisfactory Service on [Date]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Service Provider Name]
[Provider Address]
[City, State, ZIP]
Dear Manager,
On [service date], I received [type of service] from your company and paid [amount]. My receipt/invoice number is [receipt/invoice number].
The service fell well below reasonable quality standards for the following reasons:
1. [Specific issue 1] 2. [Specific issue 2] 3. [Specific issue 3]
I brought these issues to the attention of [employee name/position] immediately after the service was completed, but no satisfactory resolution was offered.
Given the poor quality of service received, I am requesting a [full/partial] refund of [amount]. Your company advertises a satisfaction guarantee, and unfortunately, I was not satisfied with the service provided.
Please process this refund to [preferred refund method]. I have attached a copy of my receipt as proof of payment.
Thank you for your attention to this matter. I hope we can resolve this issue quickly.
Regards,
[Your Name]
[Contact Information]
14. Refund Request for a Returned Item
Subject: Refund Request for Returned Item – Return #[Return Tracking Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Company Name]
[Company Address]
[City, State, ZIP]
Dear Returns Department,
On [purchase date], I bought [item description] from your [store location/website] for [amount]. My order/receipt number is [order/receipt number].
I returned this item on [return date] via [shipping method] with tracking number [tracking number]. According to the tracking information, the package was delivered to your returns facility on [delivery date].
It has been [number] days since the return was delivered, but I have not yet received the refund of [amount] that was promised in your return policy, which states that refunds will be processed within [timeframe stated in policy].
Please process my refund to [original payment method] as soon as possible. If you need additional information about my return, please contact me at [phone number] or [email address].
Thank you for your prompt attention to this matter.
Best regards,
[Your Name]
[Contact Information]
15. Refund Request for a Price Adjustment
Subject: Price Adjustment Refund Request – Order #[Order Number]
[Your Name]
[Your Address]
[City, State, ZIP]
[Your Email]
[Your Phone]
[Date]
[Store Name]
[Store Address]
[City, State, ZIP]
Dear Customer Service,
On [purchase date], I bought [product name] from your store for [original price]. My receipt number is [receipt number].
Today, I noticed that the same item is now advertised for [new lower price], which is [amount] less than what I paid just [number] days ago.
According to your price adjustment policy, customers are eligible for a refund of the difference if an item goes on sale within [policy timeframe, e.g., 14 days] of purchase. Since my purchase falls within this timeframe, I am requesting a refund of [difference amount].
I have attached a copy of my original receipt and a screenshot/photo of the current advertised price for your reference.
Please process this price adjustment refund to [preferred refund method].
Thank you for your assistance with this request.
Sincerely,
[Your Name]
[Contact Information]
Wrap-up: Letter Templates for Money Refunds
Writing an effective refund request letter can make the process smoother and faster. The 15 templates shared above cover most situations where you might need to ask for your money back. By using these templates as starting points, you can save time and stress.
Always keep copies of all receipts, order confirmations, and communication with the company. This documentation can be key to getting your refund approved quickly. Also, be sure to follow up if you don’t receive a response within a reasonable timeframe.
With the right approach and clear communication, most refund requests can be handled without much hassle. Good luck with your refund request, and may these templates help you get your money back fast.