Refund request letter template

State what you bought, when and where you bought it, how much you paid, what went wrong, what you already did to resolve the problem, the refund amount and method you are requesting, and when you want a written response. Include an order, invoice, account, or transaction number when available. Attach copies of relevant records and keep the originals.

The FTC recommends explaining the problem clearly, naming the resolution you want, enclosing copies of supporting documents, and giving the business a reasonable date to respond.

• Your name, return address, and useful contact information
• Business, customer-service, returns, or billing recipient
• Product or service description
• Purchase, charge, delivery, or service date
• Amount paid and refund amount requested
• Order, account, invoice, or transaction reference
• Factual description of the problem
• Dates and results of earlier resolution attempts
• Requested refund method
• A practical written-response date
• Signature and date
• Copies of receipts, correspondence, photos, warranties, or repair records

Copy and edit the bracketed fields, or use the guided workflow to create the letter and attach supporting records.

[Sender Name]
[Your Mailing Address]
[Sender Email, if any]
[Sender Phone, if any]

[Date]

[Recipient Name]
[Recipient Street]
[Recipient City State ZIP]

Re: Refund request for [Product Or Service]

Dear [Recipient Name]:

I am writing to request a refund concerning [Product Or Service], purchased or charged on [Transaction Date]. I paid [Amount Paid].

[If include transaction reference: Order, account, invoice, or transaction reference: [Transaction Reference].]

Reason for the request: [Refund Reason]

The problem is as follows:

[Problem Description]

[If prior resolution attempt: I previously tried to resolve the matter as follows: [Prior Resolution Details].]

To resolve this matter, I am requesting a refund of [Refund Amount Requested] by [Requested Refund Method]. Please provide a written response by [Requested Response Date].

[If include return instructions: Please provide the following product-return or handling instructions: [Return Instructions].]

I have included copies of supporting records when available and have kept my originals. Please contact me using the information above if you need reasonable additional information to review this request.

Thank you for your attention to this matter.

Signed on [Date Signed].

Sincerely,

[Signature]

Enter the customer and recipient addresses, transaction date, amount paid, problem, prior contact, requested refund amount and method, and response date. Sign the letter, then add optional receipts, invoices, order confirmations, statements, customer-service correspondence, photos, warranties, repair records, or delivery records.

PostalForm generates the letter and attachment packet for review before checkout. The workflow does not contact the business electronically, process a product return, submit a card chargeback, determine legal eligibility, or guarantee a response.

• Read the current return, cancellation, and warranty policies.
• Check every applicable response, return, chargeback, or filing deadline separately.
• Use the complaint or return address the business designates when one is available.
• Identify the transaction with a date, amount, and reference number.
• Request a specific amount and refund method.
• Send copies rather than original receipts or records.
• Review the final PDF and save it with the mailing and response records.

A refund request asks the seller or service provider to resolve the purchase directly. A credit-card billing dispute is sent to the card issuer under a separate procedure and may have strict timing and address requirements. Depending on the facts, you may need one process, the other, or both—but this template does not replace an issuer's billing-dispute process.

If the action you need is a formal written dispute to a card issuer, use the CFPB's current billing-error steps and the billing-dispute address on your statement. PostalForm's paid Card Billing Dispute Packets workflow is currently unavailable.

Certified Mail is optional. It can provide a mailing record plus delivery or attempted-delivery information, and Return Receipt may provide signature evidence when available. Those records show mailing events; they do not prove the requested refund is owed or accepted.

Learn about Certified Mail online

• Failing to identify the transaction, amount, and date
• Describing frustration without stating the concrete product or service problem
• Asking for “a resolution” without naming the amount and method requested
• Omitting earlier communications and promises
• Mailing to a storefront when the company designates a different complaint address
• Sending original receipts or irreplaceable evidence
• Missing a seller, warranty, card-dispute, arbitration, or filing deadline while waiting for a reply