Refund Letter Format: Format and How to Write the Sample Letters

Regardless of a person’s shopping preferences, one can always encounter problems with missing delivery parts or damaged items or delays in delivery. In such situations, where the customer is not satisfied with the service and has returned the product, a letter asking for a refund of the amount paid for the product is written, known as a refund letter.

It can be written when a person has returned an item either online or off-line and is waiting for the refund of the amount. Sometimes it takes longer to get a refund for an item or service, and for that, you write an email to the customer service executive asking for the refund. Most of the retail shops and online sites will let you request a refund within a specific time frame usually, 30 or 60 days from the date of purchase. This article will help you in writing a refund letter format.

Refund letter format

Refund Letter Format: Guidelines and Tips

From the point of view of customers:

Ask for a refund in a polite and respectful manner
Include the details about the product such as was purchased, when and at what price
Mention why you returned the item
Mention the relevant information of the transactions such as the date and place of delivery
Do not include unnecessary information in the letter
Do not lie or exaggerate the reason for requesting the refund
Make sure you are aware of the return/refund policy of the organisations

From the point of view of the service provider:

Communicate respectfully and politely
Listen to what the customer has to say and complain about
It is important to understand the customer’s point of you as well
Respond quickly, and provide quick solutions to the customer’s problem

Refund Letter Format

Sender’s address

Date: (dd/mm/yyyy)

Receiver’s address

Subject:

Salutation

Body of the letter

Thank you,

Yours Sincerely,

Sender’s name

Attachments: (if any)

Sample of Refund Letter 1 – From the Customer

55, Aadish Complex,

Airport road,

Delhi

16/02/2022

Mint designs,

Mala road,

Midaspura,

Delhi

Subject: Request for a refund for the product

Dear Sir/Ma’am,

I, Tanmay Sharma, write this letter to you to request a refund for the clothes I ordered from your store. I’ve got a lot of positive reviews and which is why I ordered clothes worth Rs.15,000 for my birthday. But when I received them, I was not satisfied with the material of the clothes. I felt that the quality of the clothes was lower compared to what I had paid for them.

I have attached a copy of the order receipt with this letter. You may either make the payment to my account number 123-4325-5652 or can send a signed cheque to my address mentioned above.

I hope to receive better quality the next time I order from your store. Looking forward to quick action.

Thank you,

Sincerely,

Tanmay Sharma

Contact: 3791747382

Attachments:

Order receipt photocopy

Explore More Sample Letters

Sample of Refund Letter 2 – From the Service Provider

12/11/2021

Dear Sara,

Thank you for reaching out to us about the refund request of your recent purchase from a website. The request for a refund of your order number AM123716B91 has been generated.

We are really sorry to hear that your perfume was damaged during the shipment. We do our work with pride and love, and it’s always our intention to provide the very best to our customers. We have taken a serious look into the matter and discovered that there was improper handling by our delivery partner regarding your order.

We have generated a refund for your order, which will be processed within the next 48 hours. We deeply regret the inconvenience caused to you because of the process.

We welcome you for any further feedback that can help us improve our service. Thank you for being patient. We would love for you to shop again from our website.

Have a nice day.

Sincerely,

Deepak

Customer Care Executive

Mintral.com

Sample of Refund Letter 3 – Refund Request through a Mail

To: abc@xyz

Subject: Request for a refund

Dear Customer Relations Executive,

I write this to inform you that the refund for the product I had ordered from your website has not been processed yet. I ordered a pair of heels worth Rs.6500 20th of January with the order number AWB199378. I received a damaged pair of heels, the buckle of one of them was broken and thus I have returned them.

I was supposed to receive a refund for the product by the 10th of this month, but haven’t received any amount yet. I had also called on your customer service number, but my calls went unanswered.

I am attaching the image of the damaged product as well as the order receipt with this mail. I will also provide my bank account details for the refund amount to be transferred.

I hope this will be resolved at the earliest, I am looking forward to quick action.

Thank you.

Regards,

Sakshi Pawar

Attachments:

Order receipt
Images of the product received
Bill for the payment made

FAQs about Refund Letter Format

Question 1. What is a refund letter?

Answer. When the customer is not satisfied with a product/service and has returned it, a letter asking for a refund of the amount paid for the product is written. It can be written when a person has returned an item either online or off-line and is waiting for the refund of the amount.

Question 2. What are the various methods of asking for a refund?

Answer. If a person is not happy with a product and wishes to return the product, there are several ways to ask for a refund. Some of the common methods are:

Visit the store in-person
Contact them via phone-call
Contact through email

Question 3. To whom is a refund letter addressed?

Answer. A refund letter is written to the store manager in case of an offline purchase and to the customer care executive in case of an online purchase.

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