You must have returned an item either online or offline, and you must be well aware of the lengthy procedures you will have to follow. You will have to wait patiently for the refund of the amount. At times, it may take a longer time to get the refund, and for that, you will have to either talk to the customer executive or write an email. Learn how to write a refund request letter by going through the format and samples given.
Table of Contents
- How to Write a Refund Request Letter?
- Sample Letters of Refund Payment
- Refund Application Letter
- Refund Mail Format
- Request Letter for Refund of Advance Payment
- Frequently Asked Questions on Refund Letter Format
How to Write a Refund Request Letter?
A request letter for the refund of money can be written for various reasons like dissatisfaction with the service or product, refund delayed by online shopping platforms, refund of advance payment, etc. A refund letter format is a formal letter that expresses one’s disappointment in a service or product received. For this same reason, the person writing the letter might be frustrated but it is important that they keep track of the kind of words and the language they use.
The important things to remember while writing a refund application letter are to mention the office address, attach the payment receipt and your bank or UPI details for them to process the refund.
Sample Letters of Refund Payment
To help you better with the refund letter format, given below are a few sample letters. Go through them.
Refund Application Letter
Abhisa Mishra
#55, Airport Wall Side Road
Ghaziabad
February 16, 2022
IUT Textiles
Main Building, Airport Road
Ghaziabad
Subject: Requesting a refund for purchased products
Dear Sir/Madam,
I am writing this letter to request a full refund for the clothes I ordered from your store. I had received a lot of reviews which is why I ordered a few cloth materials worth Rs. 20,000 for my painting business. I regret to inform you that I am not satisfied with the materials. The quality of clothes seem to be lower than what was expected for the price I had invested.
I have attached the copy of the payment receipt with this letter. You can either make the payment to my account number (mention your account number) or send a signed cheque to the same address.
I hope you understand the concern and make the refund at the earliest. Waiting for your response.
Thank you.
Regards,
Abhisa Mishra
Attachment
Refund Mail Format
Follow the below-mentioned format to write an email requesting refund.
To: first.last@email.com
Subject: Regarding return and refund
Hi,
I am writing this mail to bring your kind attention that the product I had ordered had been damaged. I would like to know the procedure to process the return and refund of the product. I had tried calling the customer service, but my calls went unanswered. Kindly look into this and reach out to me as soon as possible. I am attaching the image of the damaged product as well as the opening video. The UPI transaction ID and a screenshot of payment made has been enclosed for your reference.
The details of the order are given below.
Order ID: 12345
Date of purchase: 25/01/2022
Transaction ID: 1234567
Kindly treat this as urgent and do the needful.
Thank you.
Regards,
Amrita Dwibedi
Attachments:
- Payment receipt
- Bill
- Image and video of the damaged product
Request Letter for Refund of Advance Payment
Shubhangi Tripathy
448, Saheed Nagar
Bhubaneswar – 751007
16th February, 2022
Satish Gawda
#75, Kamalam
Mahadevpura,
Bangalore – 560016
Sub: Requesting a refund
Dear Satish,
I am writing this letter to request you the refund of Rs. 50,000, which I had paid as an advance for the 2 BHK flat. I had paid the money with a confirmation that I shall shift to your house, but due to the extension of COVID-19 guidelines, my office has decided to extend the work from home policy for six more months.
As discussed over call, you shall refund the full amount to the account number I have provided below. I have attached the copy of the UPI transaction bill with the letter for your reference. I shall be grateful for the kind gesture of yours.
Account details:
Account number: 123456
IFSC code: 0001
Phone number: 99999
Thank you.
Regards,
Shubhangi Tripathy
Attachment:
Frequently Asked Questions on Refund Letter Format
Q1
How do I request to refund the amount paid?
In order to request for a refund, you can contact the customer service over the phone if available or write a letter or an email stating the cause behind the refund.
Q2
How can I write a refund request mail?
In order to write a refund request mail, you must know the mail address of the person or website and mention the subject and cause for the refund. Attach the details needed.
Q3
Do I write a refund request mail if my refund is delayed?
Yes, you can write a refund request mail to the authorised person or the customer relation executive requesting to initiate the refund at the earliest.
FAQs
I am writing this mail to bring your kind attention that the product I had ordered had been damaged. I would like to know the procedure to process the return and refund of the product. I had tried calling the customer service, but my calls went unanswered. Kindly look into this and reach out to me as soon as possible.
How do I write a refund? ›
Dear [company/customer service], I hope this email finds you well. I'm writing to request a refund for my recent purchase (order #12345) made on [date of purchase]. Unfortunately, [describe the specific issue, e.g., “the product arrived damaged” or “the service did not meet the described specifications”].
What is the template for refund request? ›
Dear [Seller's Name/Company], After receiving my recent order of [Product Name] on [Purchase Date], I've had a change of heart regarding its suitability for my needs. I understand that this is an unusual request, but I was hoping to process a return and refund. Thank you for considering my request.
How do I write a demand letter for a refund? ›
A Refund Demand Letter should include your contact information, transaction details, a clear description of the issue, supporting evidence, your refund request, a deadline for response, and a polite yet firm tone. It may also mention potential consequences if the issue is not resolved.
What is a legal letter to return money? ›
A refund demand letter is a written request for the return of payment for a good or service. It is addressed to the merchant and should include basic details about the transaction, the reason why the refund is sought, and expectations for repayment.
What is a good sentence for refund? ›
They didn't want to refund the money. You have 30 days to return such items and get a full refund from the retailer. When I stepped in your parents were given a full refund. I was refunded the whole amount, with some extra added and another 10 for the inconvenience.
How do I get a successful refund? ›
If you think you're entitled to a refund, then in the first instance, you should go back to the store or contact the online retailer. Depending on what's wrong, you may be asked for proof or purchase, which could be the original till receipt, or a copy of the transaction on your bank or credit card statement.
What is an example of an email response for a refund? ›
Hi [Name], We're so sorry to hear you're not happy with your product, but we also fully respect your decision. We've processed your refund request, and you should expect to see the amount appear in your bank account in the next couple of business days. Once more, we apologize for the inconvenience this has caused you.
How does requesting a refund work? ›
When requesting money back, the merchant will generally credit the refund to your original form of payment, so if you paid by card, you won't receive physical cash back. Your credit card issuer will then post a statement credit to your account, effectively reducing your statement balance by the refunded amount.
How do I write a refund denial letter? ›
Declining a Customer Refund Request
- Give a specific reason why you're declining the request. ...
- You may use apologetic language, such as "unfortunately," "regretfully," or "we are sorry we can't provide a refund on this occasion." However, your position should be clear and firm.
First and foremost, you should never use any nasty, abusive, or threatening language in this document. A demand letter should always be polite.
How do you write a formal letter requesting a payment? ›
Sample Demand Letter for Payment
[XXXX], dated [Invoice Date], in the amount of [Amount Due]. As of today, [Date], this payment is [Number of Days] days overdue. Despite our previous reminders sent on [Dates], we have not yet received this payment. We respectfully request that the full amount be paid by [Deadline].
How do I write a certified letter for money owed? ›
What should you include in your demand letter?
- Establish facts. By writing down all relevant facts in the order they happened, you let people unfamiliar with the situation understand what happened. ...
- Refer to evidence. ...
- Make a demand. ...
- Set a deadline and establish a method of payment. ...
- Offer a consequence.
Give details about the problem, and about the resolution you want.
- Explain the problem. Is the product defective or damaged? ...
- Be clear about what you want. ...
- Ask to speak with a manager. ...
- Keep notes about what you did to solve the problem.
There are a few companies designed for orders to come directly to them and they send you your commission. Commission mailing may also be called Stuffing Envelopes or Get Paid for Mailing Letters. Following is a list of companies that offer a variety of ways to make money with the mail.
What is the email template for no refund? ›
Refund Not Granted Copy Snippet
Dear [Customer Name], After careful review of your refund request for order #ORDER1234, we regret to inform you that we are unable to grant the refund. [Provide reason for denial, if appropriate.] We understand this may be disappointing and apologize for any inconvenience.
How do you write a refund email to a customer? ›
We sincerely apologize for the inconvenience caused by the incorrect order you received. We appreciate your understanding and would like to inform you that we have approved your request for a refund. To rectify the situation, we will be processing a full refund for the incorrect order.
