Refund Request Letter (Template & Samples)

A refund request letter or refund demand letter is written by the purchaser of a product or service when he or she would like to return the product or cancel a service due to some fault and have the purchase price refunded.

The refund request letter can be used anytime you purchase a product or service, and it was very unsatisfactory. You may want to return the product because it was faulty when you received it, or because the quality of the product was poor, the company sent you the wrong product, or it only functioned properly for a short time.

This letter is related to your business transaction with the company from which you purchased the product or service. As such, the letter should maintain a professional tone.

Important! Always read the return and refund policy before drafting this letter. If you purchased it from a retail location, check the store’s return policy as well. Some retailers impose a restocking fee on returned items or no-refund policy.

You will need specific information about your purchase when you prepare to write a refund request letter. Here are some things you should include in your letter:

  • The purchase price of the product
  • The name of the product
  • The date of purchase
  • The store or website from which you purchased it
  • The reason for your dissatisfaction
  • Your contact information

Tip – Attach your transaction receipt to the letter. Keep a copy of the refund request letter and your transaction receipt for your records. Write down the serial number of the product if it has one.

Refund Request Letter Format

{Your Name}

{Your Address}

Leave this line blank

{Seller’s name, if available}

{Seller’s Company Name}

{Seller’s, address}

Subject: Return for Refund

{Date}

Dear {Seller’s Name or Company Name}:

I am writing to inform you that on {date of purchase}, I purchased {product or service name}, from {website or retail location}. I have not been satisfied with the {service or quality of the product name}. {Reason for dissatisfaction}.

Therefore, {for service – I am requesting a full refund of the purchase price} or {for product – I am returning it in anticipation of a full refund of the purchase price}. I paid {amount of purchase} for the {product or service name}. The transaction receipt is attached.

Please notify me at {phone number} or at {e-mail address} as soon as possible if you have any questions regarding my request for a refund.

Sincerely,

{Your Signature}

{Your Name}

Sample Refund Request Letter

Here is a sample refund request letter based on the format above. This buyer purchased the product from a website. Because it is an electronic device, it has a serial number.

Lindsay Carrington

7364 West Dalton Place

Harrington, TX 63632

ABC Electronic Outlet

7360 South Mingo Avenue

West Pointe, SD 61612

Subject: Return for refund

February 14, 2030

To Whom it May Concern:

I am writing to inform you that on January 30, 2030, I purchased a Random Bluetooth Speaker, SN 3724220, from ABC Electronic Outlet. I have not been satisfied with the quality of the Random Bluetooth Speaker. Although I have carefully followed instructions for setup, the speaker does not work. I have spoken with your tech services and have not resolved the issue.

Therefore, I am returning it in anticipation of a full refund of the purchase price. I paid 42.00 for the Random Bluetooth Speaker. The transaction receipt is attached.

Please notify me at 934-727-6559 or carringtonlynn27@yahoo.com as soon as possible if you have any questions regarding my request for a refund.

Sincerely,

Lindsay Carrington

Lindsay Carrington

Sample Refund Demand Letter

Here is a sample refund request letter based on the same format. This buyer purchased the product at a retail store. This product has no serial number.

Liam Kellerson

7219 Gleason Avenue

Lakeview, KY 89364

Joshua Price

Allied Pool Supply

6844 South Kingston

Lakeview, Ky 89364

Subject: Return for refund

July 14, 2030

Dear Mr. Joshua Price:

I am writing to inform you that on July 12, 2030, I purchased a Nathan Pool Vacuum from Allied Pool Supply. I have not been satisfied with the quality of the Nathan Pool Vacuum. As per our telephone discussion, the Nathan Pool Vacuum is not fitted for my pool pump specifications.

Therefore, I am returning it in anticipation of a full refund of the purchase price. I paid 74.00 for the Nathan Pool Vacuum. The transaction receipt is attached.

Please notify me at 736-225-1100 or at Kelliam32@gmail.com as soon as possible if you have any questions regarding my request for a refund.

Sincerely,

Liam Kellerson

Liam Kellerson

Refund Request Letter Template

Key Points

  • Keep a copy of your receipt and a copy of your letter. Write down the serial number of the product if it has one.
  • Your letter should be brief and professional. Note any contact you have had with the seller about the product.
  • Address the seller by name, if possible. If you do not have a name, use “To Whom It May Concern.”