application letter for refunding the money

How to Write a Refund Request Letter and Samples

In the case of goods or services, a refund request letter is a formal request to return money paid for them. It is written to the merchant and should contain information about the transaction, the reason for the refund, and the expectations for reimbursement. You may request a refund for several reasons. Whether you are an unsatisfied or angry customer , there are always diplomatic ways to go about all these.

Why is a Refund Request Letter Essential?

Best practices for writing a refund request letter, how to write a refund request letter.

Before you even approach an organization for a refund on goods or services, you need to know the best way to go about everything. With this guide, you will learn the best scenarios of when and how to write a refund request letter.

Make Sure You’ve Read the Policy on Refunds

Unless the retailer has a specific return policy, customer rights will generally be dictated by state law. However, keep in mind that even tight “no return” rules may not be enforced if the given products or services are faulty, hazardous, or otherwise not as promised.

If you’ve ever had to return an item to the shop, you will know that the procedure is unpleasant but straightforward. In most retail stores, you may seek a refund within 30 or 60 days after the purchase date, although others may have a no-refunds policy.

Find Your Receipt

The importance of documentation cannot be overstated. Although it may be challenging to get a copy of the original receipt, you should not give up hope since your bank’s online account summary page will likely include a copy of the transaction.

9 Examples of Replies to Customer Complaints Email

Detail the Reasons for a Refund

When writing an email to refund money be specific about why you want a return, but be sure that your request is within the parameters of the refund policy. The better the problem, the more objective and provable it is.

Request Payment or Credit

Do not be vague in your letter of complaint. Verify that the retailer has received the refund request letter and take the necessary steps to ensure receipt. With refunds, timing is crucial. Therefore, it’s best to seek a refund as soon as possible after the initial transaction has occurred.

Take Additional Action

Unfortunately, there are still retailers who will not budge even after a refund request letter. If you haven’t received a refund by the due date, it may be time to escalate the situation. To get your money back, you may file a consumer complaint with the State Attorney General’s Office: File a consumer complaint or post an unfavorable evaluation of the business online.

Even if you prefer to purchase online, you may run into issues with missing components, broken goods, or long delays.

Refund Letter Examples, Samples, and Templates

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Getting a refund can be messy and sometimes frustrating. But, if you know the right way to go about the whole thing, you can rest assured that the process will be smooth. So, instead of going through the turmoil of raising voices, follow the guide in this article to write the perfect refund request letter. The templates here can also be of great assistance to you.

About The Author

Jim blessed, related posts, 9 tips you need to write and respond to emails professionally, 12 rules of writing emails professionally and effectively, how to write professional emails: 7 critical ingredients, 8 simple lessons for writing irresistible business to business emails.

Refund Request Letter Template: How To Get Your Refund

When you finally get your long awaited order and open it up and.....it sucks. Either because it's not what you ordered or it's not right for a whole nother reason. That's when you need to whip out your refund request letter template. Since up to 90% of businesses have a formal refund policy , be prepared to submit an official request to get your money back. 

70% of consumers have requested a refund at least once and 60% of consumers prefer email for refund requests . So if you need to request a refund and want it all managed directly from your e-mail, you're not alone. 

In this article, we'll show you how to write a refund request letter template that not only grabs attention but also persuades companies to act in your favor. You'll learn how to nail the basic structure for clarity and impact and why keeping things professional can turn the tide in your favor. 

Writing the Perfect Refund Request Letter

When it comes to writing a refund request letter, structure and tone are your best friends. Structure and tone act as your allies, ensuring your message is both clear and professional.

The Basic Structure of a Refund Request Letter

A well-written refund request letter includes several key components that guide the reader through your issue and desired resolution:

• Evidence and Resolution Request

How To Write A Refund Request Letter Template

Here's a basic structure to follow when writing a refund request letter, ensuring it is clear, concise, and polite:

Your Name : Full name of the person requesting the refund.

Address : Your current address.

Date : The date the letter is written.

Company Name : The name of the company from which you are requesting a refund.

Company Address : The address of the company.

2. Salutation

A formal greeting such as "Dear [Company Representative's Name]" or "Dear Customer Service Team," if you do not know the name of the person who will be reading the letter.

Brief Introduction : Start with a sentence that states you are writing to request a refund.

Order or Service Details : Include relevant details such as order number, date of purchase or service, and the amount paid.

Reason for Refund : Clearly explain why you are requesting a refund. Describe the issue with the product or service, including any previous attempts to resolve the problem if applicable.

Reference Company Policy : If relevant, mention the company's refund or return policy that supports your request.

Supporting Documents : Mention any supporting documents you are including with your letter, such as receipts, order confirmations, or email correspondences.

4. Evidence & Resolution Request

Provide any copies of any correspondence you have relating to this refund. The more details you include, the better your chances of things going your way. State explicitly that you are requesting a refund and specify the amount. It’s also helpful to mention your preferred method of refund, whether it’s a return to your credit card, a check, etc.

The better you document your concerns, the easier it is for the company to process your e-mail. If you can explain all the details upfront, you may be able to avoid having to escalate your return request and delaying your payment( 25% of refund requests are escalated to a manager or higher authority .) If you can, reference the overall reason for your refund request.  Up to 30% of refund requests are due to unmet expectations a nd another 50% of refund requests are due to product defects. 

Thank You : Express appreciation for their consideration of your request.

Contact Information : Include your contact information and express your willingness to discuss the matter further if needed.

6. Signature 

Signature : Close with a polite sign-off such as "Sincerely" or "Regards," followed by your signature (if sending a hard copy) and your typed name. If you’re sending any documents along with the letter, list them here (e.g., "Enclosed: Receipt dated [Date], Email correspondence with customer service").

Basic refund letter template:

[Your Name]  

[Your Address]  

[Company Name]  

[Company Address]

Dear [Company Representative's Name],

I am writing to request a refund for [product/service name] purchased on [Date] with order number [Order Number]. Unfortunately, the [product/service] did not meet my expectations due to [reason for dissatisfaction], and I believe a refund is warranted.

[Your Name]

Enclosed: [Enclosed Documents, if any]

Note: You can use the free Magical Chrome extension to write letter templates like this (and store them) so you can call them up with one click. Check it out:

Refund Request Letter Template Samples

1. defective product refund request.

I recently purchased a [Product Name] from your [Store/Website] on [Purchase Date], with the order number [Order Number]. Upon receiving and using the product, I discovered that it is defective [provide brief description of the defect].

According to your return policy, products that are found to be defective can be returned within [Return Policy Time Frame] for a full refund. I have attached photos of the defect, along with my purchase receipt as proof of purchase.

I kindly request a full refund of [Amount Paid] to my original payment method. I have also included the product in its original packaging for return.

Thank you for your prompt attention to this matter. I can be reached at [Your Contact Information] should you need any further information or discussion regarding this request.

2. Service Not Rendered Refund Request

I am writing to request a refund for the [Service Name] I purchased on [Purchase Date], under the invoice number [Invoice Number]. Unfortunately, the service was not provided as scheduled on [Service Date], and I have not received communication regarding a reschedule.

As per our agreement and your service guarantee, I am entitled to a full refund if the service is not rendered as promised. Therefore, I respectfully request a refund of [Amount Paid].

Please process the refund to my original payment method at your earliest convenience. Should you require any further information, feel free to contact me at [Your Contact Information].

Thank you for your understanding and cooperation.

3. Subscription Cancellation and Refund Request

I am contacting you to request the cancellation of my subscription for [Subscription Service] and a refund for the unused portion. My account is registered under the email [Your Email Address], and the subscription was last renewed on [Renewal Date].

After reviewing your subscription policy, I understand that customers are eligible for a prorated refund for the unused portion of their subscription. Given that I am canceling [X months] into my annual subscription, I request a refund for the remaining [Y months].

Please confirm the cancellation of my subscription and the processing of my refund to the original payment method. I appreciate your prompt attention to this matter and can be contacted at [Your Contact Information] for any further details required.

4. Event Cancellation Refund Request

Dear [Event Organizer's Name],

I am writing to request a refund for the [Event Name] tickets I purchased on [Purchase Date]. The event was scheduled for [Event Date] but was unfortunately canceled, as announced on your official website and social media channels.

As per the event cancellation policy stated at the time of purchase, ticket holders are entitled to a full refund in such cases. My ticket order number is [Order Number], and the total amount paid is [Amount Paid].

I kindly request that the refund be processed to my original payment method. Attached are copies of the ticket purchase confirmation and any other relevant documents for your reference.

Thank you for your understanding and prompt resolution of this matter. Please contact me at [Your Contact Information] if you need further information.

5. Poor Service Experience Refund Request

Dear [Manager's Name],

I am reaching out to express my disappointment with the service I received at [Company Name] on [Visit Date] and to request a refund. Despite my anticipation for a pleasant experience, the service provided fell significantly below the expected standards due to [Brief Description of Poor Service].

Given the circumstances and in line with your commitment to customer satisfaction, I believe a refund is justified. I am requesting a refund of [Amount Paid], which represents the cost of the service on [Visit Date].

I hope this situation can be rectified promptly, and I am willing to discuss this matter further if necessary. I can be contacted at [Your Contact Information].

Thank you for your attention to this matter.

6. Product Not Delivered Refund Request

I am writing regarding my order [Order Number] placed on [Order Date] for [Product Name]. As of today, [Current Date], the product has not been delivered, and it has surpassed the expected delivery date by [Number of Days Late].

I have attempted to resolve this issue through your customer service but have not received a satisfactory explanation or solution. Therefore, I am requesting a full refund of [Amount Paid] due to the non-delivery of the ordered product.

Please process this refund to my original payment method. For any further information or documentation required, please contact me at [Your Contact Information].

I appreciate your immediate attention to this matter.

7. Wrong Product Received Refund Request

I am contacting you regarding my recent order [Order Number], placed on [Order Date], where I received the wrong product. Instead of [Ordered Product Name], I received [Received Product Name].

After consulting your return policy, I understand that I am eligible for a full refund in such cases. I have attached photographic evidence of the product received and my original purchase receipt.

I kindly request a refund of [Amount Paid] and instructions for returning the incorrect product. Please process the refund to my original form of payment.

Thank you for your understanding and prompt resolution of this issue. Should you require further details, I am available at [Your Contact Information].

8. Product Not Wanted

Sometimes there's not something specifically wrong with the item, but you find that you don't want it, don't need it, or just don't enjoy the features of the product or service. In that case, you may still be entitled to a refund with the company so long as you're within their guidelines on their formal return policy. 

I am contacting you regarding my recent order [Order Number], placed on [Order Date]. I would like to return this item for a full refund. I see from your return policy that I am eligible to receive the full refund. 

I kindly request a refund of [Amount Paid] and instructions for return the product. Please process the refund to my original form of payment.

Legal Recourse If Your Refund Request Is Denied

Finding out your refund request has been denied can be frustrating. But, it's not the end of the road. There are legal steps you can take to pursue your case further. It's usually not worth involving a lawyer, but you might have grounds for a small claims court case. 

When to Involve Small Claims Court

If direct communication fails and your refund remains unprocessed, small claims court is an option worth considering. Opting for this pathway offers the chance to articulate your grievances independently, bypassing hefty legal fees in quest of settling disagreements tied to purchases. 

Before heading down this path, drafting a written request or demand letter outlining your complaint is crucial. It serves as formal documentation that you've sought resolution before taking legal action.

In only about 5% of cases do denied refunds escalate to this level; however, being aware of this option empowers consumers with knowledge on how to proceed if needed.

Documentation is Important

When preparing for any form of legal action, including going to small claims court or writing a demand letter requesting further review by the company involved in denying your refund request, detailed records become invaluable. Make sure you have all receipts, email exchanges regarding the refund denial and any other relevant documents organized and ready for presentation.

A Final Word

We all have had to deal with the unpleasant situation of having to return something. But when you're armed with evidence coupled with a well written refund request letter template, your chances of getting what you want increase greatly. You may even get more than you ask for, depending on the company.

Make sure to use the free Magical Chrome extension to store and create your letter templates (or any templates you have). Magical is used by 600,000 people (and counting) to save 7 hours a week. Try it yourself!  

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Letter Templates

12 Best Refund Request Letter Sample & Templates

A Refund Request Letter is a formal letter written to a seller by a customer who is unsatisfied with a purchased product or service and wants to ask for the payment back.

The letter is meant to outline pertinent details about the transaction and the request.

The refund request letter communicates to the seller why the product was unsatisfactory and the customer’s expectations regarding repayment. The letter gives the seller an opportunity to remedy the situation and improve. Additionally, it acts as proof of the outcome of the transaction between the customer and the seller, should follow-up be necessary after the refund.

The refund request letter ensures that people don’t settle for poor quality, faulty or broken products, and unsatisfactory services as customers. When writing the refund request letter, customers should provide specific information related to the purchase.

The following items should appear in the letter:

• The customer’s contact information
• The date of purchase or delivery
• Type and name of the product
• The purchase price of the purchased product or service
• The seller, store, or website (if any) from which the purchase was made
• The reason for dissatisfaction

Note : In addition to the items mentioned above, the transaction receipt should be attached.

Refund Request Letter Templates

[Customer name]

[Mailing address]

[Phone number/email address]

[Seller’s/company name]

Seller’s mailing address]

Subject: Refund Request

Dear [Seller’s/manager]

I’ve written this letter to inform [company name] that the [product or service] I purchased on [date of purchase] was unsatisfactory. This is due to [reason for dissatisfaction].

Therefore, for these reasons, I would like a full refund of the money paid or [other forms of refund, e.g., replacement]. I anticipate a response by [last date of deadline]. Attached is the receipt of the transaction.

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

[Customer signature]

Customer’s name]

Following are some more free downloadable templates.

Communication Channels for Requesting a Refund

Most sellers or companies will often have a preferred channel of communication customers can use to ask for refunds. Among the different ways of requesting a refund available to unsatisfied customers are the following:

Visit the store personally

The first way is visiting the seller personally and returning the product as one asks for a refund. Sellers will often have a return policy that customers should observe. Most companies have a 30-60 days after the purchase date refund policy. It is therefore recommended that the customer visits the seller as soon as possible. This way, they can communicate their expectations in person. Some sellers prefer the concerns to be raised through the receptionist, and some have customer service stations set up to handle such claims.

Call the seller

Customers can opt to call the seller through official communication channels. Different sellers will have different places where customers can get the official telephone number, such as on product packages, on posters in the store, on the website, or on social media pages. Local stores will typically have in-store phones, while online shopping platforms provide a customer service number to address such issues. Big corporations have support lines that deal with different issues and direct them accordingly. Calling the seller saves on time and the effort that a face-to-face meeting requires.

Use refund request letter from the website

Some sellers allow their customers to request refunds directly from their websites. This method is less personal than an in-person meeting or a call but equally efficient. The seller will usually have an online application form for the different types of products and services they offer that prompts customers to provide their details, enter the request and upload it for processing. They will often have all the necessary sections to fill out. Care should be taken when filling out the form, for if the company guidelines are not followed, the request might be denied. Refunds through this method are usually instant. However, they might not be, especially if a textbox rather than an application form is used.

Send an email

Sellers sometimes prefer emails to address issues such as refunds. The customer can send a well-written email to the official company email or the customer service email. The email should address all the relevant information if it is to be effective. A refund request letter can also be sent via email. Receipts and other relevant documents are attached to the email.

Note : Keep a record of any communication made with the seller. For example, always keep a copy of the refund request letter and a copy of the transaction receipt.

How to Request a Refund

Once you select the appropriate communication channel to reach out to the seller, it is time to ask for a refund. Below is a step-by-step guide on how to go about the process of requesting a refund.

Review merchant’s refund policy

Firstly, one should look for the seller’s official refund policy and thoroughly go through it. The refund policy outlines the terms and steps to be taken by customers seeking a refund. By following the policy’s guidelines, as a customer, you avoid a situation where the seller claims the request was non-compliant, and as a result, it is null and void. Sometimes sellers won’t have a refund policy in place; the state’s consumer laws will govern the request in such a case. It is worth noting that regardless of how strict a seller’s “Non-refund” policy might be, the return of defective, dangerous, and not-as-advertised products and services will sometimes be applicable. 

Find your receipt

Next, locate the product’s or service’s receipt. A transaction receipt is an important document when it comes to requesting refunds. A receipt contains information of things bought, the sum of money paid, and is a proof of the transaction taking place. If you cannot trace the receipt, a credit or debit card statement can be used if either was used for the purchase. The transaction statement can be obtained from the bank.

Give reasons for the refund

Thirdly, when making the refund request, provide the reason(s) for seeking the refund. The reason(s) must be in line with the company refund policy. Ensure to be as specific as possible. Vague reasons would ultimately raise more questions and might compromise the authenticity of the claim.

Tip: Sellers disapprove refunds for customer-induced damages.

Indicate the total amount requested

Once the seller is aware of why the refund request is being made, the customer can then indicate the exact total amount of money they are asking for as reimbursement. In addition to the refund money, declare the deadline the seller has to honor the request and the methods of payment one prefers. Refund does not have to be monetary; sellers will often accept other options such as store credit and replacement. Once the refund request letter has been sent, follow up to ensure that the seller received it. 

Other ways of requesting a refund

Lastly, sometimes the seller might refuse to respond to the request. If all the applicable guidelines of the refund policy were observed in filing the request and the seller still chooses to deny the request, a customer can resort to other options such as:

• Filing a consumer complaint with the state attorney’s office
• Reach out to the Better Business Bureau (BBB) or the local chamber of commerce to lodge a complaint
• Seek compensation through a small claims court
• Give a negative online review of the seller on their website or social media page 

Do’s and Don’ts for Writing a Refund Request Letter    

When writing a refund request letter, one is advised to consider the following do’s and don’ts.

• Ensure that the request letter refers to the specific goods or services being returned for the refund by including details such as details of the product or service when it was purchased, and at what price.
• The reason(s) for asking for a refund must be sincere and should be clearly explained.
• Use formal and polite language in the letter.
• Include relevant details of the transaction that can assist the claim, such as dates, location of delivery, serial numbers, etc.
• Attach relevant support documents such as receipts.
• Do not use false claims or exaggerate any details such as the extent of damage or reason for asking for the refund.
• Avoid including unnecessary details and ambiguity; be concise and specific.
• Do not use informal language.

Refund Request Letter Sample

Bill Timber

2464 West Dalton Place

Harrington, TX 63632

555-1008-422

Magical Electronics

7110 South Mingo Avenue

West Pine, FL 61612

June 24th, 2021

Dear Tim Brody,

I’ve sent this letter is to bring your kind attention to the fact that I will be returning a PXL TV set that I bought from the Magical Electronics shop on June 23rd, 2021. The cost of the TV was $860. The receipt is attached.

Upon delivery, the TV screen was broken, and as a result, the product was unusable. I am deeply disappointed, for I was guaranteed I’d have a functional TV for my family which was not delivered.

As a result, I’d like a refund of the total amount by July 10th, 2021, as cash or bank deposit. I’ll be willing to accept a replacement of the same product by the mentioned date.

I’m looking forward to hearing from you. My phone number is 555-1008-422, and my email address is [email protected] if you have further questions about the refund request.

Yours sincerely,

Final Thoughts

If a purchased product or service fails to meet your expectations, as a customer, you can return it to the seller and ask for a refund through a refund request letter. Refund request letters are formal letters issued by customers who are unsatisfied with the product or service purchased. It will typically include product description, date of purchase, purchase price, refund amount being requested, the deadline for the refund, and the payment method. The refund request letter should be issued in accordance with the seller’s refund policy. The refund request can be made in writing, via a phone call, online, or in an in-person meeting. Sellers will generally honor the request if it is genuine.

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Refund Request Letter (Free Template)

Ready to create your free refund request letter using our AI-powered tool?

Most businesses have set refund policies that allow people to request a refund within a specific timeframe. However, these days most of us rely on e-commerce websites like Amazon, eBay, etc. The request process may not be so straightforward in situations involving online purchases. Or even if you go to a physical store and ask for a refund sometimes the store refuses to honor its refund policy.

If you end up in any of these situations, consider contacting the seller by sending a refund request letter . In this article, we discuss how to write a refund request letter, what to include in the letter, and provide a sample refund request letter.

Did you know we have a free tool powered by AI that helps you create a refund request letter?  Check out our letter writing tool.

Common Reasons to Send a Refund Request Letter

Unsure of when to send a refund request letter? Here are some common reasons we have seen: 

A business billed for an item you never received.

You received an item that was damaged or defective. 

The item the business sent you was not what you ordered.

The service or product the business provided was not satisfactory.

You paid a contractor or mechanic for work they never did. 

The auto repair shop improperly repaired your car.  

Why is a Refund Request Letter Important?

A refund request letter is a written request for the return of payment for products or services. A well-crafted refund request letter can be a useful tool if you are having problems with a business. For example, if the business refuses to honor its refund policy even though they have delivered a damaged product you can send them a refund request letter. 

Here are some reasons to first send a refund request letter to a business before taking legal action:  

Depending on the state you are filing a lawsuit in, you may be required to demand payment from the business before filing. For example, in California, small claims court demanding payment is a requirement. Some small claims courts want to see that you reached out to the business before filing a lawsuit. The easiest way to do this is by sending a refund request letter. 

A refund request letter signals to the business that you are serious about getting your money back and you are willing to take action. 

Sending a written refund request letter assures you there is a record of your attempt to seek payment . So while requests for refunds can be made orally, we recommend making any offers in writing. Writing a letter can sometimes be very effective as it is a more formal way of making a request. 

The most important reason to send a refund request letter is that it may lead to you getting your money back quickly and efficiently!  

Do I Need to Hire an Attorney to Write a Refund Request Letter?  

Many of our clients ask us if their letter requesting a refund needs to be written by an attorney. There is no formal requirement that states you need an attorney to write your refund request letter, you can do it on your own. Further, it may be hard to find an attorney to write a refund request letter for you because an attorney may not be willing to take on a case that might settle easily. Ultimately, the decision to hire an attorney or not is up to you. 

What to Include in Your Refund Request Letter

Unsure of what to include in your letter? Below we have included suggestions on the most important things to include in your refund request letter. Always make sure the letter is addressed to the business that sold you a product or provided a service. For the most part, the letter should include basic details about the transaction, the reason why the refund is sought, and expectations for repayment.

Here are a few suggestions of what to include in your refund request letter:

Include details about the transaction. For example, if you paid for services not rendered and are now asking for a refund make sure to include an invoice from the business for the services.   

Explain why you are seeking a refund, but make sure that your reason falls within the refund policy. For example, was the product defective and if so does the business’s refund policy allow refunds for defective products? 

Include your contact information so that the business can reach you in case they would like to accept your refund request. The best way to communicate with a business is in writing, include an email address along with any other form of communication you are comfortable with. 

Include where you would like to receive payment. If you paid for the product or service with a credit card consider asking the business to refund the balance to the credit card you used to make the initial transaction. 

Attach other documents that may be necessary and could be used as evidence later in case of legal action. For example, a receipt for the item or an invoice from the business for services rendered. 

Include a deadline to respond to you. You may want to consider giving the business 14 days to respond to you and state that if they do not respond within that time, you intend to sue them. 

Once you have sent a refund request letter, keep it in your records. In the event, you do end up filing a small claims lawsuit you can bring it to the hearing and show it to the judge. This is especially handy if the business states they didn't receive the letter.

Refund Request Letter Sample 

Here is a video on how our letter-writing tool works:

Below is an example of a refund request letter. This sample refund letter involves someone requesting a refund of their initial money payment. When using this sample replace those facts with facts from your situation and insert the relevant information. For example, if you are requesting a refund for services not rendered you can still use this sample letter just make sure to insert the correct corresponding details. 

How to Send a Refund Request Letter

We recommend sending your refund request letter in a way that ensures that it was  delivered.  This way, you know that the other party received your letter. If you later need to escalate to court, you can provide this evidence to the judge.

Sending the letter via email:  if you send the letter via email, you will want to use a software that tells you whether the other party received your email and opened it.  With our letter-writing tool, you can track whether your email was delivered and opened.  Check out our letter-writing tool.

Sending the letter by mail:  you will want to obtain tracking information for your letter to have proof of delivery. In my experience, it tends to be difficult to obtain signature confirmation at delivery as many individuals will avoid signing for mail or they will sign illegibly. However, many times a letter tends to be presumed delivered as long as the letter was mailed to a known address and tracking states that it was delivered.  Pro Tip:  I have also learned that USPS tends to not be the most reliable at providing tracking information as they fail to finish scanning the letters at delivery. You will want to be prepared to use FedEx or send multiple letters via USPS.  With our letter-writing tool, you can mail your letter and obtain tracking.  Check out our letter-writing tool.

If I were sending a refund request letter, I would email and mail the letter. Mailing the letter is a more formal approach and you may be taken more seriously.

What To Do If the Refund Request Letter Doesn't Work?

If you sent a business a refund request letter and do not receive a response, you may want to consider suing them in small claims court.  Small claims courts handle a variety of cases at a low cost. This is because small claims courts were intended to be affordable and user-friendly. In some small claims courts, attorneys are not even allowed to represent you! Consider filing a small claims lawsuit if a business refuses to provide you with a refund.  

Learn how to file a lawsuit against a business in our 50-state guide to small claims.

Camila Lopez

Legal Educator at JusticeDirect. Camila holds a law degree and is a certified mediator. Her passion is breaking down complicated legal processes so that people without an attorney can get justice.

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How to Get a Refund

How to ask for a refund is an important life skill, and it’s surprising how many people don’t know how to ask effectively. Getting your money back from a company is actually really easy. I’m going to share some word for word scripts below, and a detailed breakdown so you can customize the scripts for your own needs. You can copy these scripts for your own refund requests.

For your convenience, here are quick links to the example request for refund letters.

Sample Request For Refund Letter #1

• Sample Request For Refund Letter #2
• Sample Request For Refund Letter #3

Hello Customer Service,

I am a customer of [The Business].

I had a bad experience with [specific product] and this caused [specific headache].

Can you please refund the purchase price?

[Your Name]

The refund letter sample above is simple, but includes the four essential elements of an effective refund request. I’ve used this email script to request refunds from a variety of businesses. The rest of this article includes more information about how to ask for a refund politely, specific examples of how I’ve successfully received refunds, and how to customize the refund request letter for your own needs.

But first a little about WHY you should ask for a refund.

Why You Should Ask For a Refund

Businesses exist to earn profit for their owners, and corporations actually have a legal obligation to pursue that profit.

On the shareholder end, dividends and buyouts are dope. But as a consumer, it’s all your money going into their pockets. I believe you have a moral obligation to protect your money. That obligation doesn’t mean you need to horde your pennies, and it doesn’t mean you need to be stingy with others. The moral obligation means that if you can maximize your earnings and avoid wasting money then you should be in a great position to push humanity forward , which IMO is what we should all be working on.

In Canada and the US and many other countries a contract is basically “a meeting of the minds”, which is represented most clearly by offer and acceptance.

You: “I offer you $85 for this wooly cardigan.”

Store Clerk: “Why that would be just fine, I accept your offer. Here is your wooly cardigan.”

Every time you purchase a product or service you are making a contract like this. It doesn’t matter if you are a visionary billionaire trying to purchase second-hand rockets from Russia, or if you are me buying Rainbow Light Fish Oil Capsules on Amazon; a contract exists.

Your part of fulfilling the contract is easy, you give the business money or a promise to pay the money within a specified amount of time.

In return, the business gives you a product or service that meets the agreed specifications.

To the extent the product or service you receive falls short of those agreed specs, you deserve a refund. And many businesses are HAPPY to return your money; their reputation matters more than your $10.

For example, my company Museum Hack has a generous refund policy: LOVE your museum tour or get 100% of your money back. The reality is that most folks do love the experience, however if they didn’t we would rather give their money back than have them feel like it was a waste or not really worth it.

So, how do you get a refund? Here are three specific examples…

Example #1: Chipotle Refund

I love Chipotle. I wish Chipotle would open more locations in Canada and China so that I could eat Chipotle every day, instead of just every day that I’m in the US.

Chipotle is awesome because you can get big portions of reasonably good quality food, fast and pretty affordable. Even with the limited options, your meal feels very customized. “I’ll take a bowl for here, with brown rice, both beans, sustainable pork, veggies, mild, medium, cheese, guac, and any lettuce you can fit on top.”

But Chipotle’s fast, customized service, combined with how busy they usually were pre-e coli scare, means that sometimes they blow it. I’ve had burnt Chipotle, undercooked Chipotle and unfriendly Chipotle. I ask for a refund every time.

TBH, the first time I asked for a refund from Chipotle it was kind of a douchey email, and if I received it I would be like, this guy is a Rule #1 . But mechanically it worked; Chipotle sent me a gift card for a free burrito.

The second time, they sent me two free burritos.

The third time? Four free burritos.

I call this Exponential Burrito Growth Theory. Though full disclosure: the second time I requested a refund, Chipotle actually denied it. So of four requests, three were granted, with a total of seven burritos.

Here is an actual request for refund letter I sent to Chipotle:

Sample Request for Refund Letter #2

Hi Chipotle,

I’m a big fan of your restaurant — I eat there a few times per week.

But tonight’s experience was really disappointing. I introduced three friends as first time customers, and the food wasn’t good. The rice was really under-cooked, the veggies were burnt, the meat & guac portions were very small (kind of sprinkled on instead of the normal portion). Your staff were friendly but they seemed very new and not well trained yet.

I’d like for you to refund my bowl ($12 pork w/ guac). My friends don’t know how good it usually is (one of them didn’t finish), so it would be nice if you sent coupons for free bowls so they can try again.

My address is: ####

Thank you, Michael

And here is Chipotle’s reply…

I’m really sorry the food was such a let down when you brought some friends to experience the deliciousness of Chipotle! I’ll get in touch with our #### Chipotle team about this, and I’d be more than happy to invite all of you back with a meal-for-four card (to be used in one visit). Since you’ve already provided your address, I’ll get that in the mail for you.

Sincerely, Zach

Customer Service Coordinator Chipotle Mexican Grill

FYI, when Chipotle sends you a gift card it’s actually for a full meal, so you can load it up with guac, nachos, etc. and it’s still covered. That means the 4x meal card was worth like $64.27. That was enough to feed me, two friends, and the lady in front of us in line.

Why do you get your refund? Because it’s an easy tool for customer service to keep people happy and because the four step ask format works. Notice the email has a logical flow, which is basically this:

• I establish credibility, “I’m an existing customer”;
• I explain the problem, “the food today was level 0 burrito”;
• I explain why it matters, “my friends were trying Chipotle for the first time”; and
• Make a clear ask, “please send all the free burritos to this address.”

Note: Do you want to ask for a Chipotle refund? Submit your request on this page .

Alright, onward to a popcorny example: movie theatres.

Example #2: How to Get a Refund From a Movie Theatre

Going to a movie should be a very standardized experience: there is no rice to undercook and no sustainable pork to under-serve. In fact, movies theatres really just have to get two things right:

• Show the movie that you bought a ticket for, even if it’s terrible; and
• Provide a reasonably acceptable environment for you to watch it in (clean, quiet, etc.).

The last time I asked a movie theatre for a refund, it was because even though Godzilla was good, the guys in front of me talked through the entire thing. I don’t have the original refund request, but it was something like this.

Sample Request for Refund Letter #3

Hi Movie Theatre,

I’m a regular customer; I come to your theatre five or six times per year.

Last night I had a bad experience. The movie, Godzilla, was good, but the three guys sitting in front of me talked through the whole thing. It was hard to focus on the movie.

Would you be willing to send me two free passes to try again?

My address is ####.

And here is the movie theatre’s reply:

Thank you for your recent note regarding your visit to #### to see Godzilla in AVX last week.

I am sorry to hear that your viewing was disturbed by a fellow guest. If anything like this were to happen again, please feel free to let a cast member or manager the day of and we can work to rectify the situation immediately.

If you would provide me with your mailing address I would be happy to send 2 courtesy passes to your attention.

Chris is right, I should be less of a passive bystander in my own life.

This email followed a similar format as the Chipotle one, so I’ve included it here for two reasons. First, because having a few specific examples to draw from may help you craft your own messaging; and two, because you may not believe companies are willing to provide refunds.

One more example.

Example #3: How to Get a Refund From Your Phone Company [Advanced Mode]

This section could also be called, “how to get a refund from your bank or credit card company.” Both of these institutions are notorious for adding fees that make you sad, and a great way to get happy again is to have them reverse the $4 charge on your account.

Unfortunately, here is how most of these conversations go:

You: “Hi, ummm, I don’t recognize this $78 charge on my account. Can you help me figure it out?”

Customer Service: “Sure, I see here that you made a three hour call to your uncle Louie while you were hiking through the mountains in Kyrgyzstan, so these are roaming charges.”

You: “Oh, but I didn’t know there would be roaming charges. Is there anything you can do?”

Customer Service: “No.”

And then you grumble about terrible customer service at big phone monopolies. The truth is, the company couldn’t give you a refund because you didn’t ask. The next time you call your phone company, bank, credit card company or really any scenario where you didn’t read your service agreement and still want a refund; all you have to do is replace “is there anything you can do?” with “can I have a refund”? And watch what happens. Those five magic words can melt fees away.

Now for a few more rules…

The Rules of Asking For a Refund

Just because you know how to ask for a refund, doesn’t mean you should. And even if you should ask, you still have to play within reasonable parameters.

Here is what I recommend…

• You need to have a legit reason to ask for a refund. You’ve just learned ninja-magic advanced persuasion tactics for asking for a refund and this power should never be abused. Follow the Spider-Man Rule (with great refund power comes great refund responsibility).
• You need to ask clearly. If you send a 37 page request for refund letter, customer service won’t know exactly what you want. Instead, ask for exactly what you want and do it in a concise way.
• You need to ask for a refund politely. Customer service reps deal with cranky people all day long. Ask politely and they will want to help you.
• You need to ask for your money back in a reasonable amount of time. A nightmare in customer service is, “I bought this six months ago and now it doesn’t work.” It’s your own fault for buying into planned obsolescence.

Bonus Tip: If a company will not refund your money after the first ask, then it’s okay, and sometimes necessary, to ask for a refund more than once.

Example #4: The “Company Will Not Refund My Money” Request

Themeforest.net has bad customer service, or at least the two times I have engaged with them. The first time was because I bought a blog theme and the blog titles didn’t display at all; at the time I didn’t know how to fix this code on my own. Themeforest refused to refund my money. The second time, the code I bought was for the payment processor on the my anti-child slavery fundraiser. I wanted a popup subscription form, which the plugin appeared to have but actually didn’t. On the first request for refund, Themeforest gave me credit but refused to give cash. On the second request for a cash refund, they refused to give it. On the third request, they gave the cash refund. Note that I think Themeforest’s product is good and acknowledge they have a unique challenge; their product is code which means people could easily take advantage by asking for a refund and then just using the code anyway; but still, IMO better to have great customer service than to maximize your margins.

And if all else fails, complain on Twitter.

Important: Confirm Your Refunds

Earlier this year I bought a mattress online for ~$700. I returned the mattress, and the merchant sent me an email saying the funds would be returned to my account in 7 to 10 business days. Great! Two months later, I realized I didn’t recall the funds coming through, and I couldn’t find any record of the transaction in my bank account. I emailed the company and they said they were waiting for me to send in photos of the mattress tags, which was a requirement of another refund method but not the one I did. The mistake was on the company’s end, and they corrected it immediately. However, in the two months waiting period, the company sent zero notifications of the hold up. The mattress scenario is just one of many potential mixups, so my recommendation is that if you are waiting on a refund for a significant amount, to check and make sure it comes through.

The Top Google Answers for “How to Ask For a Refund”

If you Google “how to ask for a refund” the results are pretty terrible (and similar for “how to get a refund” or “how to ask for a refund politely”).

These are some of the top results:w

• wikiHow has a 15 step guide , plus pictures of a lady writing her new novel, “Give Me a Refund or Face the Legal Consequences.” You don’t need to write a letter that long, and you don’t have to get legal.
• reddit being reddit . The advice isn’t bad, it’s just super vague, “don’t be a dick because then customer service won’t want to help you.”
• This SEO site that cares more about appearing on the first page of Google than it does about helping you. The examples are okay, but we can do better.
• Steam’s refund page , which is specifically for requesting refunds for computer games on Steam. Interesting fact: There are ~720 monthly Google searches for “how to get a refund”, and 12,000+ for “how to get a refund on steam.”
• Paypal’s cancel payment feature , which is useful but not super relevant.
• This FeeX thing , which appears to be a useful service but the post itself is all fluff.
• This token Quora answer , which has reasonably good tips but no full script you can use.
• A language learning page , where they translate “I want a refund” to Japanese.
• This guy , who is pondering how to REPLY to a refund question.
• And this 30 minute podcast , which is seriously a 30 minute podcast about how to ask for a refund.

3 thoughts on “How to Get a Refund”

Thanks sir. Well written, and hopefully it will motivate me to be more assertive, instead of seeing money just melting away. I appreciate your writing style.

Very much enjoyed this blog. Very helpful information – in particular being polite and establishing credibility. Thanks for the email samples – very helpful.

I want to.take refund for my money that they charge thru to my gcash… I don’t know what happen and I’m.surprise of that… I need it for my payment but they took 255p

Leave a Comment Cancel reply

Request Letters

Refund Request Letter (Template & Samples)

A refund request letter or refund demand letter is written by the purchaser of a product or service when he or she would like to return the product or cancel a service due to some fault and have the purchase price refunded.

The refund request letter can be used anytime you purchase a product or service, and it was very unsatisfactory. You may want to return the product because it was faulty when you received it, or because the quality of the product was poor, the company sent you the wrong product, or it only functioned properly for a short time.

This letter is related to your business transaction with the company from which you purchased the product or service. As such, the letter should maintain a professional tone.

Important ! Always read the return and refund policy before drafting this letter. If you purchased it from a retail location, check the store’s return policy as well. Some retailers impose a restocking fee on returned items or no-refund policy.

What to Include in Your Refund Request Letter

You will need specific information about your purchase when you prepare to write a refund request letter. Here are some things you should include in your letter:

• The purchase price of the product
• The name of the product
• The date of purchase
• The store or website from which you purchased it
• The reason for your dissatisfaction
• Your contact information

Tip – Attach your transaction receipt to the letter. Keep a copy of the refund request letter and your transaction receipt for your records. Write down the serial number of the product if it has one.

Refund Request Letter Format

{Your Name}

{Your Address}

Leave this line blank

{Seller’s name, if available}

{Seller’s Company Name}

{Seller’s, address}

Subject: Return for Refund

Dear {Seller’s Name or Company Name} :

I am writing to inform you that on {date of purchase} , I purchased {product or service name}, from {website or retail location}. I have not been satisfied with the {service or quality of the product name} . {Reason for dissatisfaction} .

Therefore, {for service – I am requesting a full refund of the purchase price} or {for product – I am returning it in anticipation of a full refund of the purchase price} . I paid {amount of purchase} for the {product or service name}. The transaction receipt is attached.

Please notify me at {phone number} or at {e-mail address} as soon as possible if you have any questions regarding my request for a refund.

{Your Signature}

Sample Refund Request Letter

Lindsay Carrington

7364 West Dalton Place

Harrington, TX 63632

ABC Electronic Outlet

7360 South Mingo Avenue

West Pointe, SD 61612

Subject: Return for refund

February 14, 2030

To Whom it May Concern:

I am writing to inform you that on January 30, 2030, I purchased a Random Bluetooth Speaker, SN 3724220, from ABC Electronic Outlet. I have not been satisfied with the quality of the Random Bluetooth Speaker. Although I have carefully followed instructions for setup, the speaker does not work. I have spoken with your tech services and have not resolved the issue.

Therefore, I am returning it in anticipation of a full refund of the purchase price. I paid 42.00 for the Random Bluetooth Speaker. The transaction receipt is attached.

Please notify me at 934-727-6559 or [email protected] as soon as possible if you have any questions regarding my request for a refund.

Sample Refund Demand Letter

Liam Kellerson

7219 Gleason Avenue

Lakeview, KY 89364

Joshua Price

Allied Pool Supply

6844 South Kingston

Lakeview, Ky 89364

July 14, 2030

Dear Mr. Joshua Price:

I am writing to inform you that on July 12, 2030, I purchased a Nathan Pool Vacuum from Allied Pool Supply. I have not been satisfied with the quality of the Nathan Pool Vacuum. As per our telephone discussion, the Nathan Pool Vacuum is not fitted for my pool pump specifications.

Therefore, I am returning it in anticipation of a full refund of the purchase price. I paid 74.00 for the Nathan Pool Vacuum. The transaction receipt is attached.

Please notify me at 736-225-1100 or at [email protected] as soon as possible if you have any questions regarding my request for a refund.

Refund Request Letter Template

• Keep a copy of your receipt and a copy of your letter. Write down the serial number of the product if it has one.
• Your letter should be brief and professional. Note any contact you have had with the seller about the product.
• Address the seller by name, if possible. If you do not have a name, use “To Whom It May Concern.”

How did our templates helped you today?

Opps what went wrong, related posts.

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Leave Permission Request Letter to Principal

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Home Demand Letter Refund

Refund Demand Letter Template

Use our free refund demand letter template to request the return of a payment.

Updated September 27, 2023 Written by Ioana Gagiuc | Reviewed by Brooke Davis

A refund demand letter is a formal written request to return money paid for goods or services. This letter is used when a customer is unsatisfied with the transaction and wants to inform the seller about the issue and ask for a refund.

You may also send the letter after you’ve made an informal request for a refund and have not received it or are not pleased with the response from the seller.

If you want to request payment or action from another party before filing a lawsuit in a local small claims court, use our small claims demand letter .

What to Include

Refund demand letter example, how to demand a refund, how to write, refund demand letter sample, frequently asked questions.

A refund letter must lay out your right to a refund, your reasons for requesting a refund, and how and when you expect the refund to be paid. Your refund letter should be concise, demanding payment, and include relevant information.

Essential Information:

• Your address and contact information.
• The address of the business.
• The date on which the letter was sent.
• The refund you are owed and why.
• A reference to the company’s refund policy.
• The amount of time given for the refund to be paid before taking things to the next level.
• How and where the refund should be paid.

The refund demand letter is typically sent before any legal action is taken.

Below is an example of what the body of a refund demand letter should look like. Notice how it sticks to the facts of the case and the order in which those facts are laid out.

You can use this sample letter to create your refund demand letter or our free refund demand letter template, available below.

August 25, 2023

Dear Ava Suzuki,

This letter formally demands a $500 refund — the total amount paid to Phones Pit on August 10, 2023, for a refurbished Samsung Galaxy S10. 

Your company’s refund policy states that if the phone is defective, it may be returned for a full refund. As we discussed in our recent phone conversation, I found the screen cracked, and many controls were unusable when the phone arrived. I have returned the phone and await a refund.

Please refund the balance to the debit card used to purchase by September 5, 2023. A copy of the receipt for the original transaction is attached. If I do not receive payment by this date, I will seek legal remedies and promptly file a consumer complaint with the attorney general’s office. 

Celeste Beaufort

In most cases, if you are unsatisfied with your product or service, there will be some option for you to make a formal request and receive a refund. Follow these steps to send a refund demand letter and consider any potential next steps in demanding your refund.

Step 1: Check the Refund Policy

Before you draft a refund demand letter, check the refund policy. Most companies have some refund policy or warranty. However, a time limit may be within which a refund must be requested.

If that time limit has expired, you may not have a right to a refund. Other companies may have a strict no-refund policy, so look at all the conditions that allow for a refund .

Step 2: Locate Your Purchase Receipt

This is why it’s essential to hold on to purchase receipts. You will need to provide proof of purchase. Your receipt will show the exact amount you paid on the date. This will give the business or the state attorney general evidence of your purchase and will help to back up your demand for a refund .

If you made an online purchase, you will likely have an online receipt rather than a physical receipt. Check your spam or trash folders if you don’t immediately find your purchase receipt.

Step 3: Provide Reason for Refund

In your refund demand letter, you must provide a reason for the refund:

• If this was a service you ordered, you must state why that service did not leave you satisfied.
• If the refund is for purchased goods, you must explain why those goods did not serve the purpose they promised.

Your reason for a refund must fit within the terms of the business’s refund policy .

Step 4: Outline the Payment Details

Make sure that you explain how you would like the payment to be refunded . If you made a cash purchase, you may request a check or money order for a refund. The process will be more straightforward if you purchase the item on a credit or debit card.

Ask for payment to be refunded on the same card with which the good or service was purchased and for which you have the original receipt. The business will have a record of this purchase and can make this refund.

Step 5: Finalize the Demand or Consider Further Action

Sign the demand letter and send it off. From there, if a refund is not made or if the business does not respond to your written request, you may need to consider further action . This should be laid out in your demand letter, as well.

For example, look at the refund demand letter example above. The sender gives a specific date by which they expect the refund to be paid. She states that she will file a consumer complaint with the state attorney general if it is not paid by that date.

Make sure that you promptly follow through if further action is necessary:

• Reach out to your state attorney general to learn how to file a consumer complaint and what your rights may be when it comes to a refund.
• Your local Better Business Bureau or Chamber of Commerce may also respond to your negative review and offer further suggestions for pursuing legal avenues.

Before writing a demand letter, ensure you have the proper documentation, mainly your purchase receipt. If the refund policy demands a product return, return the product before sending a refund demand letter.

Your letter will need your contact information, the business’s street address, and your contact for the refund. From there, state the amount you want to be refunded, the company’s policy, and your reason for requesting a refund.

In the final paragraphs, you should:

• Tell the recipient when you expect to receive the refund.
• Add the next steps you plan to take if they do not refund the payment by that date. Although this may seem aggressive, it is an excellent way to assert your legal rights if you have to take legal action in the future.

Sign the letter and send it to the recipient by certified mail once the letter is finished. You should request a postal service return receipt confirming that the recipient received the refund demand letter by a specific date.

You can use post office receipts in further legal action to prove that the company received your demand letter but did not refund you.

Do I need to hire an attorney to write a refund request letter?

You do not need to hire an attorney to write a refund request letter, especially if you use our free template. However, an attorney can be useful in providing advice and supporting you through possible future legal action.

What if the refund request letter doesn’t work?

If you still do not receive your refund, you should follow through with legal action. Contact your state attorney general’s office about filing a consumer complaint.

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How to Write a Letter Asking for a Refund

Last Updated: June 29, 2024 Fact Checked

This article was reviewed by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 497,188 times.

If you are a dissatisfied customer who would like a refund for faulty merchandise, incorrect content delivery or damaged goods, writing a letter of complaint could help resolve the situation. A straightforward letter that clearly outlines the problem and what the company can do to fix the situation is often more effective than simply complaining to customer service.

Quick Guide: Requesting a Refund via Letter

• Aim for a polite, respectful, and positive tone in your letter.
• Specify key details like the product name, order number, and item price.
• Explain why you're returning the item in a clear, direct way.
• Note if you want a refund, replacement, or some other kind of compensation.

Example Letter Asking for a Refund

Gathering Necessary Information

• Be sure to check out the warranties and guarantees that come with the particular product. For example, if you have a warranty on a product and you damaged the product, you may still be able to get a refund or a replacement. However, if you are responsible for damaging a product (such as dropping it on the floor) and it did not come with a warranty, you may just have to chalk it up as a loss and move on.
• If the purchase you are dissatisfied with required at-home assembly (such as furniture), check that you’ve followed all the instructions. In some cases, it may be that you missed a step and simply haven’t set it up correctly. You can also call customer service for assistance regarding this.
• If a product is sold “as-is” it will be difficult or impossible to get a refund as the consumer assumes all the risks that may come with purchases marked “as-is.” [1] X Research source

• If you are requesting a refund from a large company, you should call customer service first and tell them your concerns. If they are not able to satisfactorily handle your complaint, request the name of the appropriate person or department and mailing address for your letter.
• If you are dealing with a smaller company or store, look on the receipt or purchase order to find contact information. Send your letter to the person or address that is listed on the receipt. If there is no information on your receipt, call the store or check the website for information about refunds and returns.
• If you are looking for contact information online, you can typically find a customer service number at the bottom of the website page or by clicking a link that says “Contact Us” or “Contact Information.” Websites also typically have a search bar at the top of the page, so you can search for “customer service” or “contact information.”

• Provide copies of all receipts, invoices, purchase orders or other supporting documents. The documents should list the date of purchase, cost of the merchandise or service, and payment information.
• If you already spoke with customer service and they were unable to solve your problem, write down their name as well as the date and time of the call. You can then include this information in your letter as proof that you already tried to resolve the situation but had to resort to writing a letter of complaint.

Writing the Letter

• Return address and date
• To Whom It May Concern:
• I am writing regarding the lamp I purchased through your website. I have bought other household items through your website and have always been pleased with your prompt shipping and the quality of past items. However, upon receiving this particular order, I found that the stand of the lamp missing and therefore could not properly set up my lamp. I would like to request a full refund or an exchange for a functioning lamp. I have bought other products through your website in the past and have always been a satisfied customer up until now. Attached is my proof of purchase. I trust that you will respond to this matter promptly. Thank you for your time.

• One approach could be “praising with faint damn” or praising first and then complaining second. [2] X Research source For example, you could start your letter by saying “As a long term customer of your business, I am usually impressed with your services. Unfortunately, I can no longer say this is the case as the last service I received was extremely unsatisfactory.”
• If you’re a first time customer, you could start by stating a positive aspect of the product or service or by emphasizing your excitement. An example opening line is: “I was excited to try out your services” or “Your product was recommended by several friends but I was ultimately disappointed.”

• Keep all receipts, emails, or any other evidence of past interactions as the company may ask for these materials to move forward in addressing your complaint. Whenever you speak to a customer service representative, be sure to ask for and write down their name so that you can reference them in your letter as further proof of the steps you took prior to writing the letter.

• A sample description could be: “I opened the package containing my purchase and found that pieces of it had broken off as there was no styrofoam or other packing material to protect the item during shipment.”
• If you are complaining about never having received an item or an incomplete service, add any details you can think of that make it clear why the company is at fault. For example, you could write, “I was told to be home during the hours of 12 and 6 pm, yet the servicemen never arrived and I was still charged for the service. I should not be expected to pay for a service that I never received.”

• In writing about their dissatisfaction, many people tend to forget to ask for specific compensation in their letters. Remember that your ultimate goal is to receive compensation, not just to vent.

• Some larger companies may have written policies on their website to let you know how long you should expect to wait for a response. However, if you can’t find any information about what a reasonable wait time is, try calling customer service or the business owners (if it’s a smaller business). If you cannot get in touch with anyone, expect to wait anywhere between two weeks to a month for a response.

• Use the law to your advantage. One way to close your letter is by reminding the company of your rights as a consumer. One increasingly recognized consumer right is the right to be heard, meaning that the concerns and interests of consumers must be heard and protected. [3] X Research source Reminding the company that you have the law on your side will encourage them to address your concern quickly and satisfactorily to avoid a potential legal battle.
• A possible conclusion to your letter could be: “Given that I received a brand new item in a broken/unsatisfactory state through no fault of my own, I expect a prompt and full refund. As a consumer, it is my legal right to receive what I purchased in working condition and, if that does not occur, for my payment to be fully refunded.”

• When signing the letter, write your full phone number, email address and home address below. That way the company will have no excuse to not get in touch with you in the manner that is most convenient for them.

• When closing the letter, write “Sincerely,” “Best Regards,” or a similarly formal statement before writing your name.
• Don’t include any postscripts, which are generally only appropriate in informal letters. Also, any information you need to convey should already be in the body of the letter so a postscript should be unnecessary.

Getting the Results You Want

• If you receive a form letter in response, don’t give up. Instead call customer service or whoever you spoke to prior to writing the letter to let them know you are not happy with their stock response and that you would like them to re-assess your complaint. Sometimes companies expect customers to just give up once they receive a form letter, but if you continue to raise a fuss, they will take your concern more seriously.

Community Q&A

• Call the company if you have not received a response during the timeframe you indicated in your letter. Most companies will acknowledge receipt of your complaint. However, if you haven’t received any response after two weeks to a month, call again to make sure the company received your letter. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ http://lehtoslaw.com/if-you-didnt-get-what-you-bargained-for-or-it-doesnt-work-return-it/
• ↑ http://www.womansday.com/life/tips/a4317/5-tips-for-writing-an-effective-complaint-letter-100047/
• ↑ https://www.hg.org/legal-articles/what-are-consumer-rights-31356
• ↑ https://www.formpl.us/blog/complaint-letter

About This Article

To write a letter asking for a refund, start on a positive note with a phrase such as “I was excited to try out your product based on recommendations from several friends.” Then, follow up with something like, “However, I was very disappointed by the quality of what I received.” Next, include specific details like unexpected difficulties, missing parts, or damage to the merchandise. Finally, specify whether you want a refund, replacement, or whatever else you think would be proper compensation. For more advice, including how to get results if the company doesn’t take your letter seriously, keep reading. Did this summary help you? Yes No

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Application to the Bank Manager for Refund of Money (8+ Samples)

When it comes to banking transactions, refund requests are a common occurrence. Sometimes, clients may encounter issues like double payments, unauthorized charges, or failed transactions that leave them in need of a refund. However, writing a proper refund application is often overlooked. This can lead to delays, rejections, or even scams.

In this article, we’ll provide you with a step-by-step guide on how to write an effective application to the bank manager for a refund of money. We aim to equip you with the right tools, format and knowledge to avoid getting caught up in an unnecessary dispute. Whether you are refunding an ATM withdrawal or a large transaction, this article is designed to help you get the best possible results.

We understand the importance of creating a proper refund application and by following the right format, you have a higher chance of getting your money back in no time. By the end of this article, you will be able to write a refund application that follows the Indian banking regulations, and includes all the required details for a successful refund. Let’s dive in!

• 1 How to write application to bank manager for refund money payment failure – Sample and Format
• 2 Sample Letter for online transaction failed but amount debited
• 3 Complaint letter to bank for deduction of money from ATM – Format and Sample
• 4 Sample Letter to bank for refund of double payment
• 5 Sample Application for refund bank charges letter
• 6 Bank charges revival letter sample
• 7 Complaint letter to bank for credit card charges
• 8 Cheque bounce charges refund letter format and sample
• 9.1 Components of a Proper Application
• 9.2 Structuring the Application
• 10.1 What is the process for requesting a refund from a bank?
• 10.2 How long does it take for a bank to process a refund request?
• 10.3 What are the common reasons for requesting a refund from a bank?

How to write application to bank manager for refund money payment failure – Sample and Format

Your Name Your Address City, State, PIN Code Date

The Branch Manager Bank Name Branch Address City, State, PIN Code

Subject: Request for Refund of Money from Savings Account

Dear Sir/Madam,

I, [Your Name], am a savings account holder in your esteemed bank with account number [Your Account Number]. On [Date], I made an online payment of [Amount in Rupees] from my savings account to [Payee’s Name] with purpose of [Purpose of Payment] through [Payment Gateway’s Name]. However, due to some technical error, the payment failed but the amount got debited from my account.

I immediately contacted the payment gateway’s customer care and lodged a complaint and also mailed the details to [Payment Gateway’s Email ID]. They assured me that the amount will be refunded to my account within 3-5 working days. However, I have not received the said amount in my account till date.

Therefore, I request you to kindly look into the matter and refund the said amount of [Amount in Rupees] to my savings account at the earliest. The necessary details related to the transaction are attached herewith for your reference.

I hope to receive a prompt action from your end in this regard.

Thanking you.

Yours sincerely, [Your Name]

Note: Make sure to attach all the necessary documents related to the transaction, like payment receipt, complaint reference number, etc. so that the bank can process your request easily.

Sample Letter for online transaction failed but amount debited

To, The Bank Manager (or Customer Service Executive) [Bank Name] [Branch Address] City, Pin code Sub: Complaint about failed online transaction but amount debited

Respected Sir/Madam,

I am writing to bring to your notice that I had attempted to make an online transaction using my debit card [Mention the debit card details]. However, unfortunately, my transaction failed, but the amount [Amount debited] from my account.

I would like to state that I did not receive any confirmation for the transaction, and I have not received the amount in question either. The transaction was for [Purpose of Transaction]. Moreover, I would like to inform that all the details I have inserted were correct.

Therefore, I am requesting you to look into the matter and refund the amount to my account as soon as possible. The transaction details are as follows:[Transaction reference number or UPI ID]

I hope you will resolve this issue promptly. Thank you for your time and attention to this matter.

Sincerely, [Your name] [Your Account No.]

Complaint letter to bank for deduction of money from ATM – Format and Sample

To, The Branch Manager, [Name of the Bank], [Address], [City], [State], [Pin Code]

Subject: Complaint regarding unauthorized deduction of money from ATM

I am writing to bring to your attention the unauthorized deduction of money from my account through ATM on [date and time]. An amount of [amount deducted] was debited from my account without any transaction or withdrawal. I did not receive any notification of the same on my registered mobile number or email id .

I immediately contacted the customer care number and lodged a complaint, and was given the complaint number [insert complaint number]. I would request you to initiate an immediate investigation into this matter and credit the deducted amount back to my account as soon as possible.

I have attached the copy of the transaction details and the complaint number for your reference. Kindly take prompt action on this issue and ensure that such an incident does not occur again.

I hope to hear from you soon and expect a quick resolution of this matter.

Thank you for your attention.

Sincerely, [Your Name] [Account Number] [Registered Mobile Number]

Sample Letter to bank for refund of double payment

To, The Branch Manager, [Bank Name], [Branch Address], [City, Pin Code], [State]

Subject: Request for Refund of Double Payment

I am [Your Name], a customer of your bank holding an account with account number [Account Number]. I am writing this letter to bring to your notice that I have made a double payment on [Date] while making a payment of [Amount]. I have attached both the payment receipts for your reference.

I request you to kindly look into this matter and refund the excess payment of [Amount] to my account at the earliest. I have already faced a considerable financial constraint, and it would be a great help if you could process the refund quickly.

I apologize for the inconvenience caused and request you to kindly consider my request at the earliest. I would also appreciate if you could provide me with an acknowledgement of my request and keep me informed about the status of the refund.

Thank you for your attention and assistance in this matter.

Yours sincerely,

[Your Name]

Sample Application for refund bank charges letter

To, The Branch Manager [Bank Name] [Branch Address]

Subject: Request for refund of bank charges

I am writing this letter to request a refund of bank charges that have been levied on my account. My account number is [Account Number] and my name is [Account Holder’s Name].

I noticed that I have been charged an amount of [Amount charged] as bank charges on [Date] for [Reason for charges]. However, I was not informed about these charges beforehand, and I believe that they have been levied without any valid reason.

I’m hoping you’ll see your way clear to refund the amount charged towards bank charges as soon as possible. I’d be grateful if you could process my request at the earliest.

Thank you for considering my request.

Sincerely, [Your name]

Bank charges revival letter sample

To: The Branch Manager, [Name of Bank], [Branch Address], [City],

Subject: Request for waiver of Bank Charges

I, [your name], am an account holder in your esteemed bank with [account number]. I am writing this letter to request the waiver of bank charges levied on my account for the past few months.

[Optional: Briefly explain the reason why you were unable to maintain the minimum balance or incurred the charges.]

I understand that as per the terms and conditions of my account, the bank is authorized to levy charges for certain services or if my account falls below the minimum balance. However, due to unforeseen circumstances [add reason], I was unable to meet the required criteria.

Therefore, I kindly request your good self to waive off the bank charges, and I assure you that I will maintain the minimum balance/requested services going forward.

Thank you for taking the time to read my application. I appreciate your gesture of support and understanding.

Complaint letter to bank for credit card charges

Subject: Complaint for incurring Credit Card charges

I am writing this letter to bring to your attention a concern I have regarding the credit card charges levied on my account. On [date], I received my credit card statement, and to my surprise, I noticed several charges on my account that I was not aware of.

The charges that have been levied on my account are [mention the charges], which I find unjustified and not applicable. The charges have caused me great inconvenience and financial burden. I request you to kindly investigate the matter and provide me with the details of charges with proper explanation to justify the same.

I have always been a responsible customer with an excellent credit history and have paid my credit card bills on time. Therefore, I request you to reconsider these charges and credit them back to my account as soon as possible.

I hope you will take prompt action and rectify the issue at the earliest.

Thank you for your attention in this matter.

Cheque bounce charges refund letter format and sample

To, The Branch Manager Bank XYZ (Location)

Subject: Request for refund of cheque bounce charges

I am writing to request a refund of cheque bounce charges which were levied on my savings account on (date/month/year). The charges were deducted without my consent, and I believe they were unjustified. I would like to bring to your attention that the cheque was returned due to insufficient funds, however, the same was immediately rectified and the payment was made.

I request you to kindly refund the charges levied as early as possible. Thank you for your kind attention to this matter.

Sample Application to the Bank Manager for Refund of Money

Refund applications are an essential aspect of banking services that customers should be well-versed in. Whether it’s an incorrect amount debited or a failed transaction, there are various situations where a refund request to the bank manager is necessary. However, it’s often complicated and time-consuming for clients to get their refunds without a proper application. Here’s a guide to help you understand the components of an efficient refund application and how to structure it appropriately.

Components of a Proper Application

When writing a refund application to the bank manager, it’s crucial to include the following components:

Name and Address of the Bank Manager: Address your application to the correct manager by including their name and address at the top.

Subject of the Application: Clear subject lines that state the nature of the request are essential. By doing this, you save the manager and yourself additional time.

Proper Salutation: Begin the application with a courteous introduction followed by the salutation.

Introduction: Provide a brief explanation of why you’re writing the application, detailing the circumstances and transaction details.

Circumstances Leading to the Refund: Elaborate on the events that necessitate the refund request.

Request for Refund: State the amount you are requesting as a refund and highlight that it needs to be processed as soon as possible.

Conclusion: Thank the bank manager for their assistance and restate the importance of having the refund processed quickly.

Signature: Add a formal signature along with the date to authenticate the application.

Structuring the Application

Once you understand the components required for a refund application, it’s essential to structure it appropriately. Follow these tips to make sure your application is well-structured:

Use a Clear Font: Use a legible font that’s clear to read and keep consistent throughout the application.

Keep it Short and Concise: Refund applications must not be too long. Ensure you deliver your message concisely and in a clear language. Provide all relevant details, but do not include irrelevant information.

Stay Formal: Use a professional tone throughout the application. Avoid informal language and use a formal salutation.

Be Polite: Always remember to be polite and courteous throughout the application process.

By following these guidelines, you can increase your chances of a successful refund request and speed up the process. Make sure your refund application follows the Indian banking regulations accurately and that you comply with all the requirements. With a well-structured refund application, you can get your refund processed efficiently.

What is the process for requesting a refund from a bank?

Write a formal letter addressed to the bank manager, explaining the reason for the refund request and providing relevant details like the transaction date and amount.

How long does it take for a bank to process a refund request?

The duration of processing a refund request varies among banks, but it typically takes between 7-14 business days to receive the refund.

What are the common reasons for requesting a refund from a bank?

Common reasons include failed transactions, errors in transactions, unauthorized transactions, or the bank charged a fee without permission.

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Sample Letter For Request A Refund

Last Updated On March 18, 2020 By Letter Writing Leave a Comment

A letter for requesting a refund is written when a client or customer is dissatisfied with the goods or services provided. The products or services may fail to meet the requirements specified or expectations. This letter is written by an individual or company who have purchased products or services. 

The request for refund is addressed to the individual or company that delivered the services or goods.

Letter for requesting a refund is essential to formally notify the service or goods provider that what you purchased did not meet your specifications or expectations. 

To maintain good business relationships, a letter requesting a refund outlines the reason the dissatisfaction to enable the relevant company to rectify the problem and improve. This letter is also important for documentation and follow-up purposes to ensure that both parties are in an agreement.

Tips for writing a sample letter for requesting a refund

• Refer to the goods or services you are requesting a refund
• Give a sincere reason why you are requesting a refund
• Be precise about the amount you wish to be refunded
• Mention details of the transaction such as dates and place of delivery
• Demonstrate professionalism and politeness in the letter
• Keep brief and straight to the point
• Keep the content formal
• Include reference numbers or codes relevant to the refund
• Attach support documents if available

Sample Letter For Request A Refund Templates

It is essential to ask for a refund in a polite and formal language. Here is a request for a refund template and sample letters that will guide you through requesting a refund formally.

_____________

Date (date on which letter is written)

________________

Sub:_________________________________________

Dear _________________,

My name is ____________ the ____________ of the ____________ company. I hereby write to you regarding ____________ that we ordered from your company and delivered to address ____________ on ____________. I am sorry to inform you that we are deeply disappointed in the performance and the quality did not meet our expectation.

We ordered the new models of ____________ so that we can upgrade our systems but we are unable to achieve this. Our systems now are slow and dysfunctional despite the trials to rectify the problem by your technical team. Therefore we wish to request for a refund of ____________ dollars for the service as we have already made an order to a different company.

Kindly find the delivery note and other support documents of the delivery reference number ____________. You have never disappointed us in the past and we would like to maintain our business relationship. Kindly honor the refund request at the latest ____________ so that we can close this transaction.

Your Truly,

(__________________)

__________________ __________________

Date (Date on which letter is written)

______________ ______________

Dear ______________,

This is to bring to your kind attention that we have recently cancelled our order regarding the purchase of ______________ from your store. We have already made the payment in advance and now would appreciate if you could arrange for the refund of the same. The payment has been made via __________ and the number is ________________.

I would be very grateful to you if you could do the needful at the earliest as it is more than two months that we have not received our payment back. I would be obliged if you look into the matter personally and arrange my refund at the earliest.

Thanking you,

Yours sincerely,

(_____________________)

Sample Letter For Request A Refund Samples

When you are not satisfied with a product or service, you may request to have your money back. Have a look at a request for a refund template and sample letter that you can use to tailor a formal request.

Jonas Hudson,

Redline Group

8207 Circle Lane

East Orange, NJ 07017

United States

Date:____________ (Date on which letter is written)

Ricky Mullins,

Diva Designers

10 Pilgrim Lane

Powell, TN 37849

Sub; Request for a refund

Dear Mr. Mullins,

My name is Jonas Hudson, the procurement manager of Redline Group. I hereby write about fabrics that we bought from you and delivered to us on 7 th February 2019. I am sorry to inform you that we are deeply disappointed with the goods you delivered since the quality did not meet our expectations. We delivered the fabrics to our customers but they rejected them and returned the product despite our persuasion that we would compensate for the loss.

Therefore, we wish to request for 50,000 dollars refund following the return of the fabrics to you. Kindly make this refund promptly so that we can also do the same with our customers. The reference number for the delivery is RLG/FRB01/02/2019, kindly find other supporting documents for this transaction attached below.

It is too late to make a replacement and we wish that you honor our refund request urgently.

Thank you for your understanding. 

Yours Sincerely,

Jonas Hudson

Mr. William John

Customer Care Manager

Ascent Electronics

Mr. Albert D Costa

18, Park Avenue

Sub: Requesting a refund of my payment

Dear Mr. John,

I want to bring to your kind attention that we have purchased an electronic washing machine from your store two weeks back, and was disappointed with its performance. It didn’t even work for a single day. We have written a request letter for the refund, but to date, we have not got any response. It was a complete dissatisfaction for us.

We have made the payment through cheque and the cheque no. 00981 dated 1st August bank name: Axis Bank. I would be very thankful to you if you could look into the matter as to why this delay has happened and provide our refund at the earliest.

Your promptness in this regard will be highly appreciated.

Albert D Costa

Sample Letter For Request A Refund Email Formats

In case you are wondering how to approach your supplier with a refund request in a polite manner? Here is a good example of a request for a refund in an email format that will help you out.

Dear Ms. Maxwell,

I write to you on behalf of Topaz Computers concerning computer software that we purchased from your company in December 2019 to upgrade our systems. The software was delivered to our office location and installed by your technical team on fifty office computers on 15 th December 2019. 

We are completely disappointed in the performance of twenty office computers, their systems failed three days after the upgrade. Thereby, we wish to request for 100,000 dollars refund for the twenty computers that failed to function as we expected. Your technical team has tried to rectify the problem but this has not worked and we are forced to dispose of the computers.

I herewith attach the delivery note and other support documents for the transaction. The reference number for the purchase is Topaz/PRS/12/2019. I hope you understand our situation and consider the refund request so that we can replace the computers. Kindly do the needful by 2 nd February 2020.

We hope to continue doing business with your company even after this hiccup. We value and appreciate your services and we would be disappointed to lose you.

Thank you for understanding.

Best Regards,

Karina Stark

Dear Mr/Mrs

This is about the order of sales as a place by us __________(Date). We want to bring to your attention that in the subsequent weeks the order has been canceled by us. The same has been informed to you by the Letter no._______ date________ (Date).There has been no communication from your side for refunding the amount.

We want to insist on the refund of the advance amount paid by us while placing the order. The net amount Rs_______ as paid by Demand Draft no.__________ on date_________(Date) is to be kindly returned as the agreement remains defunct.

Kindly arrange for the early payment of the refund amount instead than the earliest possible.

All the communications in this regard may be addressed directly to the manager sales department.

Name ____________

Designation____________

A delivery may fail to meet your expectation. In such a situation, it is important to inform the supplier about the problem as you request a refund if you are not interested in a replacement. 

When writing a refund request, you should be sincere about the problem, use polite language and formal content. Also, include relevant details about the delivery like dates, reference numbers, and other support documents.

Related Letters:

• Request Refund Letter
• Sample Request Letter
• Sample Loan Request Letter
• Sample Leave Request Letter
• Sample Request Letter for personal loan
• Sample Request The Payment Of Personal Loan
• Sample Charity Funds Request Letter
• Request Letter – Request for an Endorsement or Testimonial
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• Job Request letter
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• Request Letter for Changes in The Contract
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Request Letter for Refund – Template, Format, Sample & Example

If someone is not satisfied with any service or the product he or she ordered or bought, one can always go for a request for refund . For claiming a refund, one needs to write a letter to the responsible authority about the product and explain particularly which performance he or she was not satisfied with. The authority will then verify the customer’s claim and then process the refund procedure as per the customers eligibility. Although the refund request can be raised through verbal discussion, a written letter has a higher impact.

For many reasons, one need to write a refund letter.  Sometimes students who take admission to school or colleges, may need their refund and they claim to the school or college management. In those situation one should follow some tips to request for a refund.

First of all, the purpose of the letter should be mentioned. Whether it is a refund or reclaim the same service but in better quality. Secondly, the dissatisfaction should be clearly stated, like which particular area or service the requester was not enough satisfied with. If there is a certain product name or model number, that should be rechecked and confirmed.

Format of Refund Request Letter 

To, The Authority

Subject : (mention the refund of the particular product)

Dear Sir/Ma’am/ (the person who may be responsible for processing the refund), This is to bring to your kind notice that I had recently ordered a (product) from (company name, store name or the e commerce site). As the product got delivered  on (date of delivery) we found that the size/quality/color of the product was not as mentioned on the site. So we had to cancel the order and returned the product back on the same date.

Therefore, I request you to initiate my refund of the amount I paid in advance. It’s been a week and I believe there’s no communication happened for this refund. Please arrange the refund on priority and this will be very helpful for me.

Regards, (Name of the customer)

To write a refund request letter, the language should be humble and not in a complaining mode. Statements should be very transparent so that there’s no occurrence of confusion.

How to Write a Refund Request Letter

From, Rupesh Sarkar, 2/30 -C, Black Market, DMC Road, Ludhiyana-80008 (+56)-4556-9887-45 [email protected]

Date: June 25, 2019

To, Alokesh Singha, Balaghat, Bhagpat, [email protected] (+115)-112-112-7800

S ub: Request to refund for Refrigerator

Dear Alokesh, This is to state that I had ordered a refrigerator from your store, Balaji Electronics on May 26 th . We realized that the refrigerator was a little small in size for our family, so we canceled the order. The model number is E342122 – L and the price of the product is 23,445 Rs. We processed the payment in advance at the store at the time of order. It has been two months and we are still waiting for the refund. If you please look into this request ungently I will be highly obliged.

Sincerely, (Your Signature) Rupesh Sarkar

After any kind of payment, if the service is not satisfactory or in case the service is not available, the customer may claim reimbursement.

Below is a letter that will help to take an example of a request letter, for reimbursement.

How to Write a Reimbursement Request Letter

From, Sumitra Kumar, 4029 -C, Lakhan Pur Road Chawdi Bazaar - Delhi-90900 (+600)-11-121-12432 [email protected]

Date: June 5, 2029

To, Robina Khatoon, Badot, Bhagpat, [email protected] (+11)-110-132-7560

Dear Robina Ma’am, I am Sumitra Kumar, AEIE final year, roll no- 4011-220. I had deposited Rs. 4500 for my library services. I have already raised for all my clearances and no book is pending to submit from my end. Hence I am requesting you to initiate the process of reimbursement of the security deposit. I will be writing my fail paper in a week and leave for my workplace afterward. This will be extremely helpful if I get the money by this week.

Sincerely, Sumitra Kumar

When a customer orders a product, often he does the advantage payment for the product. Although it is feasible for the seller for a smooth delivery, but in case the product is not satisfactory, the customer needs to claim his payment.

Request Letter For Refund Of Advance Payment

From, Subodh Gupta 20/31 -D, Black Mall, UGC - Road, Bhopal -890034 (+121)-6789-0978-000 [email protected]

Date: June 5, 2059

To, Parvesh Sopan, Sheesh Nagar, Ashmead Road, Kuchipudi -909090 (+0111)-6788766-89 [email protected]

Dear Parvesh,

This is to state that I had ordered a ceiling fan model number USHA-34GF, color deep wine for my home. I had done the advance payment already of Rupees 3800 on the date of ordering. Now that my family has a different choice of the product, I need to cancel this order. Hence I request you to process the refund of the advance payment as soon as possible. I will be highly obliged for your help.

Sincerely, Subodh Gupta

Sample Letter of Refund for Overpayment

From, Ashoka Bisht 12/22 - Sec, Main Market Khoda, Noida-202230 (+45)-001-001-0002 [email protected]

Date: Feb 10, 2018

To, Divya Singh, New Mod, Hariyana (+091)-987678933 [email protected]

Hello Divya Sir,

I had purchased a ticket for the Valentines Carnival on 29 th January, due to which I paid an advance of 1500 Rs. Now that the price of the ticket is decreased as per it is showing online, I request you to refund the extra payment done by me. Please initiate the request from your end. It will be a great help.

Sincerely, Ashoka Bisht

For settling the refund the seller or the authority reverts to the customer. Below is a letter where a seller is writing a refund letter to the customer.

Sample Refund Letter to Customer

From, Amol Tapadar [email protected] (+001)-6709-23-9988 123/67-G, Ground Floor Tower XI, Bangladesh-678000

Date: 7th, May 2018

To, Mr. Bajaj, Kaushal Gali No.-6 New City- 567338 Iraq- 89000

Hi Mr.Bajaj,

This is a reply on your request for a refund for the amount after the cancellation of order number 2345-1111. As the team had verified the request and analyzed the settlement we are pleased to inform you that your account will be credited by 4300 rs. As the refund and you will be receiving the payment within 7 working days. If you have any concern please feel free to contact our support team. Have a happy shopping with us.

Amol Tapadar E.C Electronics

Sample Letter of Refund Deposit

From, Rajat Sharma 1234/765 - D, Dock Bangla, Black Street, USA-300078 [email protected] (+451)-451-4567-876

Date: 9 July 1987

To, Swikriti Decal, 10-F,6thFloor, Ram Murti Churaha Lucknow-445566

Hi Swikriti,

This is to state that as I am leaving this university by the end of this month, I am raising a request for all the clearances. Hence I would like to request you for the refund of security deposit of Rs. 3000 in the library. I ensure I have no book pending to submit in the library, and no study material is also pending. Please process this request urgently as I have very fewer days left in University premises.

Rajat Sharma Zoology, Final Year

Air Ticket Refund Request Letter

From, Akshay Setty 5/2- Charminar Road, Block -E New Delhi- 225567 (+012)-112-45-1123 [email protected]

Date: 7 July 1991

To, Mukesh Shetty Kath Godam, Haridhwar UK-67790 (+45)-1113-223-987 [email protected]

Dear Mukesh,

I had booked a fight in Indigo for 22 nd March morning at 7:30 AM. The flight number is 6E567. Due to the bad weather, the flight has been canceled and I have been informed to book an alternative flight. I want my flight expenses to be refunded. If you please process the refund as the earliest, it will be highly appreciated . Please feel free to contact me in case of any queries.

Sincerely, Akshay Setty

Request Letter Template for Refund in PDF & Word Format

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Request Letter Template in Word [Doc.] Format

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Sample Refund Request Letter Formats

If you are not satisfied with any product or service then you can request for refund. If that company has a refund policy they will definitely pay back your money. Nowadays most companies are willing to refund instead of getting negative reviews from unsatisfied customers.

When to ask for a refund?

• If actual product specifications don’t match with advertisements (or) product descriptions.
• For damaged products
• If you are not satisfied with the product or service 
• If the product doesn’t suit you.
• If you find a better product

Required things to apply for a refund?

• Product in good condition
• Bills/ receipts
• Date of purchase
• Reason for refund
• Request letter (or) email.

How do I apply for a refund?

If your purchase a product or service once line then you can contact their customer care to request for refund. Some websites like Amazon and Flipkart will have options to return the purchased goods up to a certain time period.

If your purchase from any store, then you need to visit that paritular store to get a refund.

Different ways to contact the company for a refund?

Here are the different ways by which you can contact the company to get a refund o your money.

• Through Company website
• By making a call
• By sending an email
• Directly at the store
• Use socialmedia platforms

Sample refund letter formats

Sample letter for refund money to customer

To Company name, Address.

Sub: Refund request letter.

Dear [company name] team,

I, [your name] purchased [product name] in your store/shop/website on [date] , but is defective and not working properly. Therefore I would like to return it and want to get a refund.

I am not interested in any replacement. So kindly repay my amount of ____ Rs.

Please find attached a copy of the payment receipt with this letter.

As a reputed company, hope you consider my request.

Thanking you.

Sincerely, Your name. Mobile no.

Email for a refund of money

Sub: Refund request.

Dear Sir/Madam,

My name is [your name] made a purchase of [product name ] in your store/shop/website on [date] . I am not satisfied with its features and performance. So I want to return the product.

Here I request you to refund my amount of ___ Rs and kindly find the attached receipt with this email.

I hope you refund my money soon.

Regards, Your name. Mobile no.

Sample refund letter for tuition fee

To The principal, School/College name, Address.

Sub: Request for refund of tuition fee.

Respected Sir/Madam,

My name is [your name] made a payment of ___ Rs on [date] to join [course name] in your school/college . But because of some personal reasons, I couldn’t able to join the course. 

Therefore I request you to kindly refund my fee amount. 

Please find the attached copy of the payment receipt enclosed with this letter.

Sincerely, Your name.

Sample letter for refund of money from the bank

To The branch manager, Bank name, Address.

Sub: Request for refund of money.

I am [your name] , the account holder of your bank with a/c no. 3214XXXX456  writing this letter regarding the refund of my money. 

On [date]   at [time] I made a transaction of Rs ____ on [website/shop name] using your bank’s intent banking service.

But the transaction was failed and the amount was deducted from my bank account twice. Therefore I request you to kindly refund my money of _____ Rs.

Kindly find the enclosed bank statement herewith for your verification.

Request letter for refund of advance payment (Format 1)

To [Sender details], Address.

Sub: Refund request for the advance amount.

Dear Sir/Maam,

I , [your name] made  an advance payment of ______ Rs towards the purchase of [product/service name] . But unfortunately, I couldn’t able to arrange the remaining money as I am not getting any bank loan.

Therefore I want to cancel my transaction and request you to refund my advance amount.

Please find the attached proof of payment.

Advance Payment Refund Request Letter (Format 2)

To [Sender Details], Address.

Sub: Advance amount refund request. 

My name is [your name] paid an advance amount of___ towards [product/service] on [date] . But till now I haven’t received the product/service , even after __ days since my order/booking.

As I don’t need that product/service anymore, I would like to cancel my purchase and kindly refund my advance amount of ____ Rs.

Please find the attached payment receipt

Refund letter sample for tuition fee

Sub: Application for refund of tuition fee.

My name is  [your name]  studying [course name] at [college name] , writing this letter regarding the refund of my tuition fee.

I have been suffering from Typhoid for the last 15 days therefore I cannot able to attend the semester exams. Therefore I decided to take a gap for this academic year.

Hence I am not attending my semester exams I request you to refund my tuition fee amount of _____ Rs, which will be a great help to me.

I shall be obliged to you in this matter.

Yours faithfully, your name.

Tuition fee refund letter from univestiy/college

To The Principal, University/College name, Address.

Sub: Refund request of tuition fee.

I am [your name] ,  got an admission in your college/university to study [course name] , and  I have paid a tuition fee amount of _____ Rs on [date] .

But after attending the second counseling I got admission at [college name] to study [course name] . Keeping in view of my future I would like to join there.

Therefore I request you to kindly refund my tuition fee, which will be very helpful to me. 

Please find the fee payment receipt enclosed with this letter.

I hope you consider my request.

Yours sincerely, Your name. Mobile no.

Request letter for refund of down payment

Sub: Downpayment refund request.

I am [your name] paid a downpayment of _______ Rs to order/book ________ [product name] on [date] through cash/netbanking/phonepe/cheque . But due to some personal reasons I would like to cancel my order/booking.

Therefore I request you to kindly cancel my order/booking and refund my downpayment amount.

Please let me know if you need any further information.

I hope you will refund me soon.

Thanking you

Letter for a refund of money from the insurance company

To The branch manager, Insurance company name, Address.

My name is [your name] paid an amount of ________ Rs in the favour of [insured person name] on [date] through net banking/cash/cheque /Phonepe towards [policy name]. But after doing some research I got to know that the policy is not suitable for me.

I know that my policy is not registered yet, so I request you to please cancel my registration and return my amount.

An inappropriate policy doesn’t fulfill my insurance needs, so keeping this in consideration kindly refund my amount.

You can repay me through any of the following modes like cash/net banking/UPI/ cheque mode . Please give me a call on 9456XXX564 for any further information.

Regards, Your name.

Request letter for return of mistaken/wrong payment

To The principal, School/college name, Address.

Sub: Request for refund of excess payment.

I am [your name] paid a fee of ______ Rs on [date]  towards the admission fee for [course name] . But by mistake, I have paid an excess amount. My actual fee amount is ____ Rs but I have paid ______ Rs. 

Therefore I request you to kindly refund my excess amount of _____ Rs either by cash (or) through online mode. 

Here is my bank account details:

Full Name:_______________

Bank name: ____________

IFSC code: ____________

Pone pe/Googlepay no. _________.

Kindly find a copy of the payment receipt enclosed with this letter. 

Wrong payment request letter to bank

Sub: Refund request letter for wrong payment .

My name is [your name] , a savings bank account holder of your bank with a/c no. [3245XXXX25] . This letter is regarding the refund request for failed mobile recharge.

While recharging my mobile on [date] at [time] through net banking, the amount was deducted but the transaction was failed. When I tried to recharge for the second time then the transaction was successful, but overall I have paid twice.

Therefore I request you to kindly refund the amount for the failed transaction, here is the reference number of that transaction ____________.

Looking forward to getting a refund.

Sincerely, Your name, Mobile no.

What to do if the company won’t refund me?

If a company is not fulfilling their refund policy guidelines then you can contact the consumer forum (or) you can also proceed legally through a lawyer.

In how many days companies will refund?

It depends on the payment mode used using the purchase, in most cases, companies will refund in 3-14 days. In case of direct purchase & return of physical goods in a store, you can get a refund even in one day also.

Can the store refuse a refund?

Yes, depending upon the return policy (or) condition of the returned product companies may refuse to refund. 

Is it bad to ask for a refund?

It is not bad, if a product doesn’t fulfill your needs as per their advertisement then you can definitely ask for a refund. Most companies will refund without any issues. 

Recommended:

• Authorization letter formats to claim money from the bank.
• Experience certificate formats in Word.

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• Letter Writing
• Formal Letter Writing In English
• Fee Refund Application

Fee Refund Application: How to Write and Sample Letters

If your fees have been paid and you want your refund for some reason, then write a fee refund application addressing the principal of your school informing about the issue. To write an application for a refund of fees paid, you must know the format for the same. Read the below article to know the format of writing the application for the refund.

How to Write an Application for Refund of Fees Paid?

Application fee refund from college, refund of admission fees in school due to covid-19, frequently asked questions on fee refund application.

In order to get a refund of the fees paid to the school, you will have to write an application mentioning the reasons behind the refund. There can be various reasons like, you get a better opportunity somewhere else, or you want to rethink the admission. Then you can stake a claim for the fees paid. In order to write an application for a refund of your fees paid, you will have to follow the formal letters format we use for other official letters.

The fee refund application should be written to the Principal of the institution following the format mentioned below.

From address

The Principal

Name of School

Respected Sir/Madam,

Body mentioning the details and reasons behind the fee refund.

(Signature)

The application for refund to the school is similar to any application to Principal which we often write. To know the format in detail, check the samples given below.

Samples of Fee Refund Application

Read below to check out samples of the fee refund application letter. The samples have been provided to help you make the refund process easier. You can refer to the samples provided below for a better understanding of the format and the language to be used while writing a fee refund application.

Akriti Sharma

4th Block, Jayanagar

Bhubaneswar

Date: 22nd February 2022

Jain University

Jayanagar, Bangalore

Sub: Request to refund the application fees paid

Respected Sir,

I had applied for the BA English course in your reputed university with application number 23889. I have paid an amount of Rs. 3000/- with transaction ID XXXXX for the application fee. But now I have got an admission at Oxford University, London, and I wish to discontinue the course here, and join the course at Oxford.

Therefore, I kindly request you to cancel my enrollment and refund the amount paid for the application fee to the account number XXXXXXXXXX, Axis Bank. I shall be highly obliged to you for the same

Yours faithfully

AKRITI SHARMA

Contact- 9999999999

Mail- [email protected]

2nd Main Road, Sector – 7

Navi Mumbai, Maharashtra

Marian International School

Sector-7, Navi Mumbai, Maharashtra

Sub: Refund the admission fees in School due to Covid-19.

Respect Sir,

I am Akash Jha, father of Nikhilesh Jha studying in class 2 in section C with admission number XXXX. He joined the school on 1st January 2022. I wish to cancel my child’s admission due to the imposition of lockdown following the COVID-19 outbreak. Since he is already attending online classes in K12 home school, and the lockdown is again imposed around the country, there are fewer chances of reopening schools now. Therefore, I would like to request you to cancel his admission and refund the amount of Rs. 25,000 to the account number XXXXXXXXXXXXXX in ICICI Bank.

I have attached the payment receipt along with the letter for your reference. I shall be highly obliged to you for any help you can provide.

Yours sincerely

Attachment:

• Payment receipt

What is a fee refund application?

A fee refund application is a letter to the principal or the head of an institution written to request a refund of the fee paid for the admission of a child.

How can I write an application for a fee refund?

You can write an application for a fee refund following the formal letter format which we follow while writing any application to the Principal. You can write the application mentioning the details of your child, the payment details, the account details, etc.

Do I need to provide any document along with the fee refund application?

You can provide a copy of the payment receipt as proof that the fees have been paid. You can also provide the bank details for making the refund to your account.

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Fee Refund Application

If you have already applied for admission to a school and paid fees for it, but later decide to transfer to another school, you can request a refund from the previous school’s administration and inform them of your desire not to be admitted. This can be accomplished by the student or his/her parents by submitting a fee refund application. Let us look at how to write a fee refund application and a few sample letters.

A fee refund application letter is a formal document in which you request a fee refund from the university or college to which you applied. It’s usually written after you’ve already paid the application fees and realize you won’t be able to attend the school. You must submit a fee refund application to your school’s principal, informing him or her of the problem. You can get a refund after the principal approves it.

Procedure for Obtaining a Refund of the Fee

• Write a letter of request to the college principal, explaining why you want the refund.
• Show the fee payment receipts to the administration department after approval to receive the refund.

Format for Fee Refund Application

To write an application for a refund of your paid fees, you must use the same formal letter format that we use for other official letters.

The Principal/Dean

Institution Name

Institution Address

Subject: Request Application for Refund of the Admission Fees

Body of the Letter: Mention the specifics and reasons for the fee refund.

Complimentary Closing

Sender’s Name

Sample Fee Refund Applications

Sample 1 –  fee refund application to the college.

IT Department

College of Engineering

10 th May 2022

Respected Sir/Madam,

I had applied for the IT Engineering course in your reputed college. My name is Sakshi Malik and my application number is 114728. I had also paid the first year’s fees of Rs. 1,52,000/- with transaction ID XXXXXXXX. But now that I’ve been accepted at VJTI in Mumbai, I’d like to drop out of this course and enroll at VJTI. I am sorry for all the trouble I have caused, but it is of utmost importance to me for accepting this enrollment offer from the other college.

As a result, I respectfully request that you cancel my enrollment and refund the application fee to State Bank of India account number XXXXXXXXXXXXX I hope you understand my situation and will refund my fee. In this regard, I will be grateful to you.

Yours faithfully

Sakshi Malik

Mobile: 9673XXXXXX

Email ID: [email protected]

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Sample 2 –  Fee Refund Application written by a Parent

The Principal

Orchid International School

15 th June 2022

With due respect, I would like to bring to your attention that my name is Amit Patel, and I am Sahil Patel’s father. For the coming school year, my son will be in class 8th, division B at your renowned school. I have already paid the full year fee for 8th grade. However, due to personal issues, our family must relocate out of state. Since my son can no longer continue his education here, I’d appreciate it if you could approve a fee refund. The transaction reference receipt number is XXXXXXX.

Please consider it as a gentle reminder and kindly arrange the refund at the earliest. I am providing my bank details again for your kind reference:

Account Number: _______________

Bank Name: _______________

Name of the Account Holder: _____________

IFSC: ________

Yours sincerely

Mobile: 938XXXXXX

Sample 3 –  Fee Refund Application to the School

Delhi Public School

Sector – 5, Road 2

10 th May 2020

Subject: Application for Refund of the Admission Fees due to COVID-19

I am Ramesh Gaitonde, the father of Vijay Gaitonde, who is in class 5 in section A and has an admission number of XXXX. I’d like to cancel my child’s admission because of the lockdown imposed as a result of the COVID-19 outbreak. Because he is already enrolled in online classes through K12 home school, and the lockdown has been reinstated across the country, there are fewer chances of schools reopening. As a result, I would like to request that you cancel his admission and refund Rs. 25,000 to account number XXXXXXXXXXXXXX.

For your convenience, I have attached the payment receipt to this letter. I will be grateful for your consideration.

Ramesh Gaitonde

(Attach Fee Payment Receipt)

Frequently Asked Questions

Q1. What is a fee refund application?

Answer. A fee refund application letter is a formal document in which you request a fee refund from the university or college to which you applied. It’s usually written after you’ve already paid the application fees and realize you won’t be able to attend the school. This can be accomplished by the student or his/her parents by submitting a fee refund application to the principal/dean of the institution.

Q2. Can I get a refund in the middle of the academic year?

Answer. Colleges will not refund fees in the middle of the academic year, but if you want to change colleges, you can get your original certificates by paying any remaining fees.

Q3. How do I go about requesting a fee refund?

Answer. You can apply for a fee refund using the same formal letter format that we use when writing any application to the Principal. You can write the application mentioning your child’s details, payment details, account details, reason for fee refund, and so on.

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Home » Letters » Office Letters » Request Letter for Refund of Security Deposit from Company

Request Letter for Refund of Security Deposit from Company

Table of Contents:

• Sample Letter

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How to use live assistant, additional template options, download options, share via email, share via whatsapp, copy to clipboard, print letter, sample letter requesting a refund of security deposit.

To, The Human Resources Manager, __________ (Company Name), __________ (Address)

Date: __/__/____ (Date)

Subject: Requesting a refund of security deposit

Respected Sir/ Madam,

I would like to inform you that I am ______ (Name) and I work in _____ (Department) as _______ (Designation) of your company. I have been working for last _________ (Duration – Months/ Years). My employee ID is _______ (Employee ID).

I have resigned from the above-mentioned position on __/__/____ (date) and I am writing this letter to inform you that as my resignation letter is approved, as per the company’s policy my ________ (no. of days) salary was deposited as a security deposit amounting ______ (amount).

Therefore, I request you to kindly proceed with the procedure for refunding security deposits.

Thanking You, _________ (Signature), _________ (Name), _________ (Contact Number)

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• Start Typing: Enter your letter content in the "Letter Input" textarea.
• Live Preview: As you type, the content of your letter will be displayed in the "Live Preview" section below the textarea. This feature converts newline characters in the textarea into <br> tags in HTML for better readability.

The letter writing editor allows you to start with predefined templates for drafting your letters:

• Choose a Template: Click one of the template buttons ("Start with Sample Template 1", "Start with Sample Template 2", or "Start with Sample Template 3").
• Auto-Fill Textarea: The chosen template's content will automatically fill the textarea, which you can then modify or use as is.

Click the "Download Letter" button after composing your letter. This triggers a download of a file containing the content of your letter.

Click the "Share via Email" button after composing your letter. Your default email client will open a new message window with the subject "Sharing My Draft Letter" and the content of your letter in the body.

Click the "Share via WhatsApp" button after you've composed your letter. Your default browser will open a new tab prompting you to send the letter as a message to a contact on WhatsApp.

If you want to copy the text of your letter to the clipboard:

• Copy to Clipboard: Click the "Copy to Clipboard" button after composing your letter.
• Paste Anywhere: You can then paste the copied text anywhere you need, such as into another application or document.

For printing the letter directly from the browser:

• Print Letter: Click the "Print Letter" button after composing your letter.
• Print Preview: A new browser window will open showing your letter formatted for printing.
• Print: Use the print dialog in the browser to complete printing.
• The processing time for a security deposit refund varies depending on company policies and procedures. It's advisable to inquire with the HR department for an estimated timeline.
• While there's no strict format, it's important to include essential details such as your name, employee ID, resignation date, and the amount of the security deposit.
• It's advisable to attach a copy of your resignation letter and any relevant documentation related to the security deposit deduction.
• Yes, you can send the request via email, ensuring that it is addressed to the appropriate HR personnel and follows a professional tone.
• If there's a delay, it's best to follow up with the HR department politely to inquire about the status of your refund.

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Martin Lewis car loan refund letter sees some people receive up to £3,300 from finance providers

MoneySavingExpert reports some people have received payments from lenders ‘out of the blue’.

• 08:51, 14 AUG 2024
• Updated 05:03, 15 AUG 2024

Several people have posted on the MoneySavingExpert.com (MSE) members forum that they have received money back from car finance providers after sending off a complaint letter using a template tool on the consumer group’s website. MSE founder Martin Lewis announced the launch of the online tool earlier this year after it emerged thousands of people could have been mis-sold hidden commissions on a vehicle they purchased using finance.

More than two million people across the UK have used the online letter template which asks the car finance lender to check whether they have been overcharged for their car loan through Discretionary Commission Arrangements (DCA) and due a refund.

However, MSE has said that while some people have received these payments “out of the blue” they are not related to the ongoing investigation being conducted by the Financial Conduct Authority (FCA) - so people can still use the online tool to make a complaint before any compensation decision is made next May.

Andrew contacted the MSE team by email and said: “I thought I would let you know that I put a claim into Motonovo the day your email template went live. I have just received £3,345 back In compensation.”

Mr_X wrote on the MSE Forum: “I wrote to Black Horse using MSE's reclaim tool about six months ago. I've only been getting acknowledgement emails from them every month or so. But out of nowhere, I've received a letter with a cheque for £269.91 from them. I can't work out if this is for my 'discretionary commission' enquiry or for something totally unrelated?”

You can read the full story on this and more comments on MSE.com here.

Top Money Stories Today

Who might be due a refund?

Millions of people who bought a car, van, campervan or motorcycle on finance before January 28, 2021 may be owed money after being charged ‘hidden commission’. Drivers typically paid £1,100 more interest on a £10,000 four-year car finance deal when there was a Discretionary Commission Arrangement - but added that the bigger the loan, the more money you could be owed.

The FCA announced last month it was giving motor finance companies more time to respond to customer complaints - end of December next year - and expected to reach a decision about compensation for Discretionary Commission Arrangements by the end of May, 2025.

At the time, Martin Lewis said the FCA’s delay “indicates there's a chance that in May it will launch a consultation on a redress scheme”.

He explained on social media that under that timeframe the “court will have decided on a key case by then and the move to December is so it'd be able to finish that consultation before firms have to put it in place”.

Latest Martin Lewis News

Martin added: “Clearly the delay is disappointing for those awaiting a decision, including the 2m who've submitted complaints via the MSE free tool. Yet it does signal it's still looking favourably on ruling it is mis-selling and a payout is due - even though the finance firms have been pushing back hard both publicly and through the courts.

“Most important thing people can do is log their complaint ASAP, so that if there is a time bar, hopefully there's less chance of it being ruled out of time.”

Full details about using the online template tool can be found on MSE.com here.

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