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Airline ticket refund request letter [2024]

An airline ticket refund request letter is a written letter that you send to the airline company when you want your money back for a flight you booked but can’t use.

You explain the reason why you can’t take the flight and ask them to give you your money back.

This letter usually includes details like your booking information, flight dates, and a clear explanation of why you need a refund.

It’s a formal way to ask the airline to return the money you paid for the ticket.

I have shared a full guide on how to write a refund request letter. You can check that guide here.

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Today I will only share with you different templates and samples of airline ticket refund request letters.

Let’s get started


Airline ticket refund request letter [template]

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Your Email Address]
[Your Phone Number]

[Airline Company Name]
[Airline Address]
[City, State, ZIP Code]

Subject: Request for Refund of Airline Ticket [Booking Reference/Confirmation Number]

I am writing to kindly request a refund for my airline ticket with the booking reference [Booking Reference/Confirmation Number] for the [Flight Number] flight scheduled on [Flight Date] from [Departure City] to [Arrival City].

Unfortunately, due to [explain the reason for cancellation: personal reasons, unforeseen circumstances, medical issues, visa denial, etc.], I am no longer able to undertake the planned journey. This situation has arisen unexpectedly and has left me with no alternative but to cancel my travel plans.

I understand that the fare conditions associated with my booking may have certain rules and restrictions regarding refunds. However, considering the unforeseen nature of my situation, I kindly request your understanding and consideration in granting a refund for the unused ticket.

Please find below the details of my booking for your reference:

  • Booking Reference/Confirmation Number: [Booking Reference/Confirmation Number]
  • Passenger Name: [Your Full Name]
  • Flight Number: [Flight Number]
  • Departure Date: [Flight Date]
  • Departure City: [Departure City]
  • Arrival City: [Arrival City]

I would greatly appreciate your prompt attention to my request, as this refund would be of significant assistance in light of the circumstances I am facing. I understand that administrative processes are necessary, and I am willing to comply with any required documentation or procedures to facilitate the refund process.

If there are any forms or documents that need to be completed on my end, please do not hesitate to provide them, and I will promptly fulfill any requirements.

I kindly request that the refund be processed to the original form of payment used for the booking at your earliest convenience. If there are any processing fees or deductions associated with the refund, I would appreciate a clear explanation of those deductions.

I sincerely hope for your understanding and a positive resolution to this matter. Thank you for taking the time to consider my request. If you require any additional information or documentation from my end, please feel free to contact me via email at [Your Email Address] or by phone at [Your Phone Number].

Thank you for your attention, and I look forward to your favorable response.

Yours sincerely,

[Your Full Name]
[Your Signature (if sending a physical letter)]

Airline ticket refund request letter sample

John Smith
123 Main Street
Cityville, Stateville, ZIP123
(555) 123-4567
August 20, 20..

AirFly Airlines
Customer Service Department
456 Skyway Avenue
Airtown, Cloudland, ZIP456

Subject: Request for Refund of Airline Ticket AB12345

I am writing to formally request a refund for the airline ticket I had purchased for the AB12345 flight on September 5, 2023, scheduled to travel from Cityville to Beachville. The booking reference for this ticket is AB12345.

I regret to inform you that due to unforeseen and unavoidable circumstances, I am compelled to cancel my travel plans. A sudden family emergency requires my immediate attention and presence. Given the situation, it is with a heavy heart that I must request a refund for my ticket.

I am aware that each ticket is subject to specific fare rules and conditions. However, I kindly implore you to consider the exceptional circumstances surrounding my cancellation. The current situation has left me no choice but to modify my travel plans. I am hopeful that AirFly Airlines values customer satisfaction and understands the importance of providing assistance during unexpected situations.

Below are the details of my booking for your reference:

  • Booking Reference/Confirmation Number: AB12345
  • Passenger Name: John Smith
  • Flight Number: AB12345
  • Departure Date: September 5, 2023
  • Departure City: Cityville
  • Arrival City: Beachville

I understand that processing refunds involves administrative procedures. I am prepared to fulfill any necessary requirements or provide additional information that may be needed to expedite this process. My request is that you kindly process the refund to the original form of payment as soon as possible.

While I recognize that there may be certain fees or deductions as per your policy, I kindly request that you provide a detailed breakdown of any charges associated with the refund.

I genuinely appreciate your attention to my request and your consideration of the circumstances I find myself in. I am hopeful that AirFly Airlines will show compassion and understanding by facilitating a prompt refund.

Please do not hesitate to contact me at or (555) 123-4567 should you require any additional information or documents from my end.

Thank you for your time and understanding. I am looking forward to a positive resolution to this matter.


John Smith
[Signature if sending a physical letter]

FAQ about airline ticket refund request letter

When should I write an airline ticket refund request letter?

You should write an airline ticket refund request letter when you have booked a flight but are unable to travel due to unexpected situations such as medical emergencies, personal issues, visa denials, flight cancellations by the airline, or other valid reasons.

What should I include in my refund request letter?

Your refund request letter should include your booking/reference number, flight details (flight number, date, departure, and arrival cities), the reason for your cancellation, your contact information, a polite request for a refund, and any necessary supporting documents.

How do I format the refund request letter?

You can format the refund request letter similarly to a formal business letter. Include your contact information, the date, the airline’s contact details, a subject line, a formal salutation, the body of the letter explaining your situation and requesting a refund, a polite closing, and your signature (if sending a physical letter).

How long does it take to receive a response to a refund request?

Response times can vary depending on the airline’s policies and workload. In some cases, you might receive a response within a few days, while in others, it might take a few weeks. If you don’t receive a response within a reasonable time, you can consider following up with the airline.

What if the airline denies my refund request?

If the airline denies your refund request, you might consider reaching out again with additional information or appealing the decision. You could also inquire if they can offer a travel voucher, credit, or alternative resolution.

Can I send the letter via email?

Yes, you can send the refund request letter via email. Make sure to use a professional email address, a clear subject line (e.g., “Refund Request for Booking AB12345”), and attach any necessary documents.

Isack Kimaro
Isack Kimaro

Isack Kimaro, a lawyer, Creative Writer and self-taught SEO expert has been a prominent author of law-related topics since 2017. Through hard work, dedication, and a relentless pursuit of knowledge, Isack has successfully navigated the legal industry by providing valuable and easy-to-understand legal information to 500,000+ individuals of all levels of understanding.