Writing a Refund Request Letter (with Sample)

If payment was made for goods or services that were not received or were returned, and a refund of the payment is desired, a consumer may send a refund request letter. The letter should be short and to the point stating what the product or service is, and why the consumer believes they deserve a refund.

Refund requests should be formal and not use language that is threatening or critical of the company to whom they are writing. If a guarantee for a full refund within a certain time period was given at the time of purchase, this should be mentioned in the letter.

The reason for requesting the refund should also be clearly stated. Whatever the reason, the basic letter will include an introduction, request for a refund, reason for the request, supporting documentation, appreciation and expectations. Some of the reasons consumers ask for a refund are:

• Unable to attend a college course because of illness
• Unable to participate in a fitness center because of illness
• Dissatisfaction with a cleaning service
• Incorrect delivery
• Damaged goods
• Faulty appliance

It is important that the letter convince the recipient that a refund is their best course of action. Many businesses and companies would rather issue a refund to a long-term customer than not. This is because customer loyalty is important. It costs less for a business to keep good customers than to get new ones. If the consumer is a loyal customer, they should mention this in the letter. Even if the customer is new, it is in the best interest of the company to keep them happy.

Before writing the refund request letter, the consumer should research the refund policy of the company or university. The letter should refer to the company’s policy. This can be found on a receipt, purchase order or website on the customer service page. If there is no clear refund policy mentioned, the consumer should call the company and ask about it.

If there are any receipts, purchase orders, invoices or other relevant documents, copies of these should be included with the letter. Any details such as order numbers or customer identification numbers should be mentioned in the letter. These will help the company identify the transaction.

The consumer should state clearly what they want. It may be a full or partial refund. If the company knows what will make the consumer happy, there is a better chance they will comply. In the case of requesting a refund for a service due to illness, the consumer should include copies of supporting documentation from a physician. If there is another reason such as loss of a job, supporting documentation to prove this should be included.

Letters requesting a refund should be sent as soon as the consumer realizes there is a defect or that they can’t take advantage of a service. The longer they wait to make the request, the less chance they have of success. There is often a time limit for refunds such as 30 or 90 days.

Here is a sample of a refund request letter for college tuition. It is very important that the letter be sent within any deadline. Many colleges don’t give refunds, but they allow for extenuation circumstance. The letter should be sent by certified mail, so the sender has proof of the time and date the letter was sent and received. Any enclosures should be copies and not original documents. The consumer should retain a record of all communications with the university or company.

Requester’s Name
Requester’s Address
City, State, Zip Code

DATE

Financial Services
Name of University
Address of University
City, State, Zip Code

Dear Sirs,

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 Name@email.com.

Sincerely,

Requester’s Signature
Requester’s Name Printed
List of Enclosures