Refund Request Letter Template: Email and Example

A refund request letter asks a company to give your money back for a product or service that was faulty, late, not as described or cancelled. It gets results when it reads like a case someone can approve in one pass: the order number, the facts with dates, what you have already tried, the exact amount you want and by when, with the evidence attached.

Structure

The document opens with these headings and blanks.

Refund request

Subject: [Refund request — order [number]]

Dear [customer service / name],

[Order number, what I bought, the date and the amount.]

[What went wrong, with dates.]

[What I have tried so far.]

[The refund I am asking for: amount, method.]

[A reply by [date], please.]

Attached: [receipt, photos, emails]

[Name, contact]

A complete example

Written by the AI from this brief, exactly as the workbench would write yours:

A refund request from Olivia Brown to an online homeware shop for order 58213, a wool blanket bought on 3 November 2027 for 89 euros; it arrived on 12 November with a 10 cm tear along one edge; she sent photos to customer service on 13 November and was offered a 15% voucher, which she declined; she asks for a full refund of 89 euros to her card and a prepaid return label, with a reply within 14 days; photos and the order confirmation attached.

Refund Request – Order 58213 (Wool Blanket)

From: Olivia Brown To: Customer Service, [company] Date: [date] Subject: Request for full refund – Order 58213

Order details

Item	Detail
Order number	58213
Product	Wool blanket
Order date	3 November 2027
Price paid	€89
Delivery date	12 November 2027

What went wrong

Dear Customer Service Team,

I am writing about the wool blanket I ordered on 3 November 2027 (order 58213). It arrived on 12 November with a 10 cm tear along one edge, so it is not in the condition I paid for and I am unable to use it.

What I have already done

On 13 November I sent photos of the damage to your customer service team. In response I was offered a 15% voucher, which I declined, as a voucher does not resolve the problem: I received a damaged item and would like my money back rather than store credit.

What I am asking for

A full refund of €89 to the card used for the purchase.
A prepaid return label so I can send the damaged blanket back to you at no cost to me.

Please confirm the refund and send the return label within 14 days of the date of this letter. If there is any further information you need from me to process this, I am happy to provide it.

Attachments

Photos of the tear along the edge of the blanket
Order confirmation for order 58213

Thank you for your attention to this matter. I look forward to your reply.

Kind regards,

Olivia Brown [email address] [phone number]

Names, figures and dates in the example are made up for illustration.

How it works

1Open the template: a document with the skeleton and the brief appears.

2Add one line about your case to the brief, or attach your notes as sources, and press First draft.

3Edit directly, or ask the AI to tighten, expand or translate any passage; every AI change is reviewed before it lands.

Questions

Can I use the example as it is?

The example shows the shape and tone; its names and figures are made up. Open the template and give the AI your own facts, and it writes yours in the same shape.

Does it work in English and Chinese?

Yes. The document is written in the language of your brief, and any passage can be translated afterwards.

Is it free?

Writing is billed by the tokens used, usually a few credits per draft; the template, the skeleton and the editor cost nothing.