Request to refund letter 2023 (guide + free sample)

This post covers a request to refund letter

It is always frustrating to receive a good or service that is not worth your money.

I think that’s might be better than finding out that you have paid more than what you were supposed to pay.

Now how do you handle that?

quickly, send a merchant a strong letter to request a refund.

Although many merchants have a refund policy, getting a refund from a merchant has never been easy and it will never be.

look!

Many traders hate refunds because it makes them lose money. For example, In 2020 merchants lost almost  17.5 billion due to chargebacks (source)

Related: Chargeback rebuttal letter (guide + samples)

So what should you do?

You have to be very smart when writing your request to refund letter to genuinely convince the merchant to refund your money.

Daunting where to start?

Relax!

Here I will guide you through everything important thing you need to know to write a winning refund letter.

Specifically, I will take you through;

  • What is a request to refund letter
  • why do you need to write a request to refund letter
  • Things to consider before writing a request to refund letter
  • How to write an effective request to refund letter
  • request to refund letter sample
    • request to refund letter for overpayment
  • What if your request to refund letter did not work?
  • etc.

Let’s get started!

What is a request to refund letter?

A request to refund letter is a brief statement of facts written by a customer to the merchant to report a certain issue regarding the transaction and request the merchant to return his money as a means to resolve the issue.

Generally, a refund request letter is intended to include all relevant information regarding the transaction and the request.

You may use this letter to request a refund when;

  • You have received a damaged product
  • You paid but you did not receive the goods
  • The goods received do not meet your expectations in terms of quality and description.
  • You have mistakenly overpaid for the goods
  • etc.

Why do you need to write a request to refund letter?

The following is the benefit of writing a refund request letter to your merchant

  1. It is the cheapest way to ask for repayment from the merchant before resorting to the more complex mechanism
  2. It is the quickest way to explain to the vendor why the product was not good.
  3. It provides the vendor with a chance to fix things and get better.
  4. It will act as evidence in case the issues go for further determination
  5. It serves as a point of reference for the conclusion of the transaction between the consumer and the seller, in case further action is required after the reimbursement.
  6. etc.

Things to consider before writing a request to refund letter

The following are the things to consider before writing your request to refund letter

Do you really need a letter?

Most businesses or sellers have a preferred method of communication that customers can utilize to request refunds.

As an Unhappy customer, you can ask for a refund in a variety of ways, including;

  • Office visit
  • Call
  • Refund request form
  • Email
  • Official letter.

Therefore before writing your letter, you must satisfy yourself that the merchant accepts that as a means to request a refund.

If not, forget about writing a letter and use the appropriate means otherwise you will be wasting your time.

Review the merchant’s refund policy

Of course, this should be number one.

First, you should seek and carefully read the seller’s official refund policy.

The rules and procedures for consumers requesting refunds are described in the refund policy.

By abiding by the policy’s rules, you can prevent the seller from arguing that your request was invalid because it did not comply with the rules.

Do not be intimidated by the strictness of the seller’s policy.

Regardless of how tight a seller’s “Non-refund” policy may be, it is important to note that returning goods that are broken, harmful, or not what was represented is always

What if the seller does not have a refund policy?

In cases when the seller has no refund policy in place, the state’s consumer laws will govern the request.

Gather important details

Writting a winning request to a refund letter is a huge legal responsibility and writting a flat boring letter might be a kiss to death.

Before writing your letter make sure you have the following details;

  • Date of transaction
  • Place of purchase
  • The good purchased
  • Mode of payment
  • reasons for your request
  • Ascertain the amount of the refund you need
  • etc.

Organize your documentation

Apart from important details, your letter must be accompanied by relevant documentation to carry more weight.

When asking for refunds, a transaction receipt is a crucial document. A receipt serves as proof of the transaction by listing the items purchased and the amount paid.

If the purchase was made using a credit or debit card, you can utilize the card statement if you can’t find the receipt.

You can get the transaction statement from your bank.

How to write an effective request to refund letter

A request to refund letter is written in the format of a business letter. Begin your letter by providing your address and contact information, followed by a date and the merchant’s address, and stating that you are writing to request a refund, providing the details of the transaction and the reasons for your request. Finish with “Sincerely,” then your name and signature.

Don’t forget to include any necessary documentation to back up your claim.

REMEMBER! A request to refund letter’s main purpose is to help you get your money back

Therefore, do the following to write a strong and winning request to refund letter;

  • Provide your name, address, and contact information
  • Include the date of the letter
  • Include the merchant name and address
  • Include the details of the transactions (product purchased, date, location, etc)
  • Indicate the total amount requested
  • Explain why you deserve the refund
  • Attach documents, records, or other proof for easy reference.
  • Be straightforward
  • Maintain a professional tone
  • Be honest

Request to refund letter template

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

[Merchant’s Name]
[Merchant’s Street Address]
[Merchant’s City, State, and Zip Code]

RE: Request for refund

Dear [Recipient’s last name/position]

I submit this letter to humbly request a refund of [$#] in relation to the [name/description of the product purchased] I purchased from your online store on [date] for [$#] due to the following reason;

  1. Reason 1
  2. Reason 2
  3. Reason 3
  4. etc.

Therefore, for these reasons, I would like a full refund of the money paid by [date]. I have attached the transaction receipt for ease of reference.

I shall have no choice but to submit a consumer complaint with the state attorney general’s office if I do not get a complete refund by that date.

Thank you for your understating and conservation regarding this matter.

Kindly contact me through [phone number] or [email address] if there are concerns regarding my request.

Sincerely,

[signature]

[name]

Request to refund letter sample

Isack Newton
102 Money Drive
Downtown, CA12345
555-816-9877
in@email.com

January 1, 20…

Harry James
Customer Service Manager
ABC Online Mart
100, Online street
Uptown, CA, 12346
www.abconline.com

RE: Request for refund

Dear Mr. James

I submit this letter to humbly request a refund of $1,023in relation to the washing Machine model WTW001YY I purchased from your online store on December 28, 20… for $1,023 due to the following reason;

  • On the first day I used it, the machine stopped spinning. I double-checked the user handbook and attempted every step in the troubleshooting instructions, including readjusting the load, but nothing worked.
  • When I decided to check the machine, I found a ridiculous flaw in the motor brushes, and the entire thing seemed to be of not only poor but also unsatisfactory quality.

Therefore for those reasons I respectfully request that you either replace the product with an acceptable, high-quality replacement, fix the item at no cost to you, or refund the product’s full purchase price.

I have attached the transaction receipt for ease of reference.

Please keep in mind that I will wait 7 days before contacting a consumer protection agency or seeking other assistance.

Kindly contact me at 555-816-9877 or in@email.com if there are concerns regarding my request.

Sincerely

[signature]

Isack Newton

Request to refund letter pdf

Request to refund letter for overpayment

Request to refund letter for overpayment

Your Name
Your Address
City, State, Zip Code
phone
email

DATE

[Merchant’s Name]
[Merchant’s Street Address]
[Merchant’s City, State, and Zip Code]

RE: Request for refund of $100 as the overpaid amount

Dear [Recipient’s last name/position]

I’m writing this letter to request a refund of $100 as an overpaid amount regarding a [name of product] that I ordered on [date] on your online store.

According to your listing, that product costs $100 but I mistakenly paid $200. I have attached [document] to prove my claim

Therefore, please refund the excessive payment of $100 via [mode of payment] as soon as possible.

Thanks for understanding regarding this matter

Sincerely

Signature

Name.

What if your request to refund letter did not work?

If you have filed your request to refund letter in accordance with all applicable refund policy requirements but still the seller chooses to reject your request, the following are the alternatives to consider;

  • Resort to chargeback
  • Seek damages in small claims court.
  • File a consumer complaint with the office of the state attorney general
  • Reach out to the Better Business Bureau (BBB) or the local chamber of commerce to lodge a complaint
Isack Kimaro
Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion