How to Write a Simple Refund Request Letter (with Samples)
Use these sample refund request letters as templates for your formal request letter. Last updated on January 15th, 2019
A refund request letter can be used for all sorts of reasons. From simply asking for money from a friend or relative, to asking a business that owes you money, it can be very useful. Writing a refund letter can be tricky, but it is a task that all should know how to do. These letters can open the door to a verbal disagreement about who was at fault it was etc.
Living in today’s society, if we have a grievance with a consumer product, we just take it back to the purchase location for a refund. The money is put back on the credit card or cash is given and there is no issue. However, this is a simple way to get a resolution, but it doesn’t always work this way. Sometimes, you may have purchased a product but never actually received it. Also, there are 100 different reasons why you may need to draft a letter of this nature. You can modify a basic letter format to fit your needs. The general rule is to always be nice. This is a first letter and an attempt to amicably resolve a debt.
Do Not Be Pushy Most companies want to keep a good reputation with their customers and they know that word of mouth travels fast. That is why it is important not to be pushy and use legal threats in the first letter, most companies will resolve the issue rather quickly. There are different stages of letters that request repayment and these letters may all be dependent upon the debtors’ ability to pay back the debt.
To start this letter, you want to include the name and address of the person who owes you money. It doesn’t matter what the situation, whether personal or business, always keep a standard business format. This will help you should you end up in court at a later date. Next, you can include a subject line if you choose. It helps to identify what the letter is for in case the person just wants to skim through for details. Get Right To The Point
If it is a large company, they can get 100’s of letters each day. Because of this, you want to make sure they can pull up an account, or have some sort of information they can track. Try to keep things positive and geared at resolution and not be combative. Start out the first paragraph by getting right to the crux of the matter. In the example below, this person has purchased a pot and pan set that had a lifetime warranty. However, one of the pans Teflon lining wore off. This is the basis for asking for new pans or a refund. The warranty may give you some indication as to what the company will do.
Use the letters below to help customize a letter for your specific situation. No matter what the reason you are owed money, the important thing is to get it back. Always start out nice and never have a demanding undertone, as the old saying goes “you get more flies with honey than vinegar.” Remembering that, be sweet and to the point. Sample 1 - Refund Request Letter Willard Smith 3806 Jisco West Rd Jackson, Ohio 45640
DATE Worldwide Pan Company 7800 Sana Monica Lane Beverly Hills, CA 90210
Subject: Defective Pans Refund
To Whom It May Concern:
I bought a pot and pan set with a lifetime warranty from your company at our local department store. Because it has been more than 5 years since I purchased them, the store will no longer take them back. I do have my receipt and the upc from the box.
Most of the pans have fared well, but the main skillet, which gets a lot of use, has not been so lucky. The Teflon lining on the inside of the pan is flaking away and is unsafe to use.
I know that your company doesn’t make these pans anymore, but I would like a refund in the amount of this skillet’s purchase price. Skillets of comparable size and style go for around $40 from your company. I would be happy to either have a new skillet or the money to replace the one that I lost.
The warranty I have says that either one can be done according to what the manufacture feels necessary. I have sent along pictures of this skillet so that you can see the damage and that it has normal wear and tear on it.
I look forward to a resolution for this matter. I can be reached at 740-980-7899 anytime.
Sample 2 - Refund Request Letter Requester’s Name Requester’s Address City, State, Zip Code
Financial Services Name of University Address of University City, State, Zip Code
To Whom It May Concern: I am a student in the summer semester of Name of University. I was enrolled in the History of India course that began on DATE. This letter is to request a full refund for my tuition fee of $225.
According to the refund policies of the university written the Student Manual, a full refund will be granted if the student withdraws from the course within six weeks from the beginning of the course. As you can see from the enclosed withdrawal slip, I am within that limit.
The reason I am forced to withdraw from this course is because of a car accident in which I broke both my legs. I will be undergoing physical therapy for the next eight weeks and will not be able to attend class.
Enclosed is a letter from my physician, DR. NAME, as well as a copy of the hospital records. Thank you for your attention to this matter, and I look forward to receiving the full refund.
If you have any questions or need further information, I can be reached at 555-123-4567 or at [email protected]
Requester’s Signature Requester’s Name Printed List of Enclosures