Refund Request Letter Template

Updated September 6, 2026 | Business

Formal request for refund of products, services, or fees.

Before you start

Identify the purchase, explain the problem, and ask for a specific refund amount. Include copies of the receipt and relevant messages. Use the seller’s refund process; a request to the seller is separate from a dispute with your card issuer.

When to Use This Refund Request Letter Template

A product arrived damaged, defective, or different from what you ordered.
A paid service was not provided as agreed.
You want a written record of the refund amount requested and the reason.

[Your Name] [Your Mailing Address] [City, State, ZIP Code] [Your Email or Phone] [Date] [Company Name] [Customer Service or Refunds Department] [Company Address] Re: Refund request for order [Order Number] Dear [Customer Service Team or Contact Name]: I purchased [Product or Service] on [Purchase Date] for $[Amount Paid]. I am requesting a refund of $[Refund Amount] because [Explain the Problem]. [Describe what happened, including relevant dates and any steps already taken to resolve it.] I have attached copies of [Receipt, Photos, or Relevant Correspondence] to support my request. Please confirm whether you approve the refund and what steps, if any, I need to complete. If the item needs to be returned, please provide the return instructions and explain any applicable shipping costs before I send it. Please reply by [Requested Response Date] using my contact information above. Thank you for reviewing my request. Sincerely, [Your Signature] [Your Printed Name] Enclosures: [List the Copies Included]

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Example wording

Example: a damaged product

Fictional example: “I ordered a desk lamp on August 12 for $65, order 2048. It arrived with a cracked base on August 16. Photos and the receipt are attached. I request a $65 refund. Please confirm how to return the lamp and whether you will provide a prepaid return label.”

Example: a service that was not provided

Fictional example: “I paid $120 for a cleaning appointment scheduled for August 20. No one arrived, and my message that afternoon has not been answered. I request a refund of the $120 payment. My booking confirmation and receipt are attached.”

How to write a refund request

Find the purchase details. Use the order number, purchase date, amount paid, and seller’s correct contact information.
Explain the problem briefly. State what was promised and what happened. Include specific dates rather than a long list of possible complaints.
Request a specific amount. Say whether you want a full or partial refund. Delete the product-return paragraph for a service and remove any other unused wording.
Follow the seller’s process. Check the refund policy and submit through the required channel. Keep your request, attachments, and replies. Your requested response date is not automatically a legal deadline.

Mailing and Recordkeeping Tips

- Send copies of receipts and relevant records, not your only originals.
- Do not include a full payment-card number or security code in the letter.
- Check card-dispute deadlines promptly if relevant; waiting for a seller’s reply does not necessarily extend them.

Refund Request Letter Template FAQ

What should a refund request letter include?

Your contact details, order number, purchase date, amount paid, the problem, the refund amount requested, and supporting copies. Ask for a written reply and explain any previous attempts to resolve it.

Can I send this refund request by email?

Yes, if the seller accepts email requests. Use the order number in the subject, paste the letter body, and attach copies of your evidence. Follow the seller’s required process if it uses a form or return portal.

Is asking for a refund the same as disputing a card charge?

No. This letter goes to the seller. A billing-error dispute goes to your card issuer and has separate requirements. CFPB says to send written billing-error notice no later than 60 days after the issuer sent the statement showing the error. See its guidance below; do not assume a seller’s refund review extends that deadline.

Should I return the item first?

Check the seller’s instructions before shipping. Ask whether a return authorization is needed, where to send it, and who pays shipping. Keep any return receipt or tracking record.

How long will the refund take?

Ask the seller for its processing time and written confirmation. The timing can depend on its policy and the payment method; this template does not guarantee a refund or completion date.

What if the seller refuses?

Ask for the reason and review the policy and evidence. Depending on the issue, you can check your card issuer’s dispute process or contact a consumer-protection office. Keep the merchant request and any separate dispute records together.

Legal Advice Disclaimer: This template is provided for general informational purposes only and does not constitute legal advice. Consult a qualified professional for advice specific to your situation.

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