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.
Table of Contents
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.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
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.
Thank you.
Your Truly,
__________
(__________________)
From,
__________________
__________________
Date (Date on which letter is written)
To,
______________
______________
Sub:_________________________________________
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.
From,
Jonas Hudson,
Redline Group
8207 Circle Lane
East Orange, NJ 07017
United States
Date:____________ (Date on which letter is written)
To,
Ricky Mullins,
Diva Designers
10 Pilgrim Lane
Powell, TN 37849
United States
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 7th 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
To,
Mr. William John
Customer Care Manager
Ascent Electronics
Atlanta
Date (Date on which letter is written)
From,
Mr. Albert D Costa
18, Park Avenue
Atlanta
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.
Thanking you,
Yours sincerely,
__________
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 15th 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 2nd 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.
Yours,
Name ____________
Designation____________
Conclusion
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.
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