Demand letter template for a refund (copy, fill in the brackets, send)
A ready-to-use demand letter for a refund from any company: item not received, service not provided, charged after cancellation, defective product, or a refund they promised and never sent. Cites the applicable rules, sets a 14-day deadline, and reads like it was written by someone who will file. Fill in the brackets and send by certified mail and email.
- Copy the text, replace everything in [brackets], delete the option lines that don't apply, and send it by certified mail (return receipt) to the company's registered agent or legal department, and by email to support with "DEMAND LETTER" in the subject.
- Attach copies of the receipt, order confirmation, screenshots, and your earlier requests.
- Give 14 days. When the deadline passes, file: small claims, a chargeback, or an agency complaint.
- Find the company's legal name and registered agent on your state's Secretary of State business search before you send.
Template
The full text, with every [bracketed] field to fill in, is on the next page. Copy it there and paste it into the company's form or email.
Open the full templateHow to fill it in
- Company legal name and address: from the Secretary of State business search (free). Registered agents receive legal mail for the company and forward it to legal, which is where refunds get approved.
- Amount: the price paid including tax and shipping. Add statutory damages only in the "if not paid" sentence, not in the demand itself.
- State statute line: if you don't know your state's consumer protection statute, search "[state] deceptive trade practices act" or delete the line; the FTC rule and the company's own policy are enough.
- Deadline: 14 calendar days from the letter date. Write the actual date.
- Send: certified mail with return receipt (USPS, about $9) and an email with the letter attached as PDF. Keep the receipt and the tracking page.
- After 14 days: if nothing, file. The small claims guide walks through it.
FAQ
Should I include my card number for the refund?
No. "Original payment method" is enough; they have the transaction record.
Can I send it only by email?
For large online companies, an emailed PDF usually works for a first demand. If you intend to sue, certified mail gives you proof of delivery a judge accepts.
The company is an individual seller (Facebook Marketplace, a contractor)
Same letter, addressed to the person at the address on the contract or listing; cite UCC and your state's consumer law, or the contract itself.