Refund Demand Letter Template

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A refund demand letter is a document that formally requests a refund for a service or product that did not meet expectations. It’s often sent as a last attempt to obtain reimbursement before taking legal action. The letter specifies the reason for the refund, the purchase details (payment date, order number, etc.), and the deadline for returning the money.

Refund Demand Letter Template

A refund demand letter is a document that formally requests a refund for a service or product that did not meet expectations. It’s often sent as a last attempt to obtain reimbursement before taking legal action. The letter specifies the reason for the refund, the purchase details (payment date, order number, etc.), and the deadline for returning the money.

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Last updated February 23rd, 2025

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A refund demand letter is a document that formally requests a refund for a service or product that did not meet expectations. It’s often sent as a last attempt to obtain reimbursement before taking legal action. The letter specifies the reason for the refund, the purchase details (payment date, order number, etc.), and the deadline for returning the money.

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When to Use a Refund Demand Letter

A refund demand letter, also known as a “refund request letter,” should be issued after initial efforts to secure a refund have failed. Common reasons for seeking a refund include:

  • Unsatisfactory work by a contractor.
  • Damaged or defective products.
  • Overpayment on goods or services.
  • Airline flight cancellations.
  • Return of advance payments.

Preliminary Steps – Before sending a demand letter for a refund, the individual seeking payment should do the following:

  • Review Refund Policy: Stores and service providers often have policies for requesting and issuing refunds.
  • Confirm Deadline: Refunds typically need to be requested within a certain number of days after purchase.
  • Gather Evidence: Attaching copies of receipts, signed contracts, photos, emails, and other supporting documents can strengthen the sender’s eligibility for reimbursement.

How to Write a Refund Demand Letter

An effective refund demand letter should remain courteous and reasonable while presenting the facts in a clear, concise, and professional manner.
 

1. Header Section

The top-left portion of the demand letter should include the:

  • Sender’s name, address, and any contact details they wish to provide.
  • Current date.
  • Name, title, and address of the intended recipient.

2. Purchase Details

A refund demand letter must describe the purchase by stating the product or service name, purchase date, price, and any relevant order, transaction, or serial numbers.

3. Grounds for Refund

The sender needs to outline the basis for their request. This is done by detailing the specific issue with the product or service and explaining how the problem falls within the refund policy.

4. Demands and Consequences

A reasonable deadline to issue the refund should be included in the demand letter. It should also warn the recipient that if the refund request isn’t addressed within the specified timeframe, legal action or further escalation could follow.

Sample

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REFUND DEMAND LETTER

[SENDER NAME]
[SENDER ADDRESS]
[SENDER CONTACT INFO]

Date: [DATE]

[RECIPIENT NAME (AND TITLE, IF APPLICABLE)]
[RECIPIENT BUSINESS NAME (IF APPLICABLE)]
[RECIPIENT ADDRESS]

Re: Refund for [PURCHASE # OR OTHER DESCRIPTION]

Dear [RECIPIENT NAME],

I, [NAME OF PERSON SENDING LETTER], am sending this letter to formally request a refund in the amount of $[DOLLAR AMOUNT] for the following: [DESCRIBE PURCHASE TO BE REFUNDED].

The refund is being requested due to:

[EXPLAIN REASON FOR REFUND REQUEST, INCLUDING RELEVANT REFUND POLICY DETAILS AND SUPPORTING INFORMATION].

If a refund is not administered by [DATE], a court filing may be filed against you. In addition to the refund amount, a request for reimbursement of filing fees, attorney’s fees, and any other costs associated with obtaining the refund amount may be pursued.

Sincerely,

________________________
[SENDER’S NAME (AND TITLE, IF APPLICABLE)]