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: 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
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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 LetterFormat
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.
