Demand letter template for a refund (copy, fill in the brackets, send)
Copy the text, replace everything in [brackets], and send it. Go back to the template guide for how to fill it in and where to send it.
Copied to clipboard
[Your full name]
[Street address]
[City, State ZIP]
[Email] | [Phone]
[Date]
VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED, AND EMAIL
[Company legal name]
Attn: Legal Department / Registered Agent
[Street address]
[City, State ZIP]
Re: Demand for refund of $[amount] – [Order / Account / Invoice number]
To whom it may concern:
This letter is a formal demand for a refund of $[amount] for [product/service] purchased on [date] under [order/account number].
FACTS
On [date] I paid $[amount] to [company] for [describe the product or service]. [Choose the option that applies and delete the rest:]
[Option A – not received] The order was to be delivered by [date]. As of today it has not arrived, and tracking shows [no shipment / "delivered" to an address that is not mine / no delivery scan]. I have not received the goods.
[Option B – defective or not as described] The item arrived on [date] and was [defective / materially different from the listing / damaged]. Photos are enclosed. I requested a return and refund on [date].
[Option C – service not provided] The service was to be performed on [date]. It was [not performed / performed incompletely: describe].
[Option D – charged after cancellation] I canceled the service on [date] (confirmation number [X]). You nonetheless charged my card $[amount] on [date(s)].
[Option E – refund promised, not sent] On [date] your representative [name, if known] confirmed in writing (enclosed) that a refund of $[amount] would be issued. It has not been received.
I contacted your customer service on [date(s)] (case number [X]) and requested a refund. Your response was [no response / a refusal, stating "…" / an offer of store credit, which I declined].
BASIS FOR THIS DEMAND
[Keep the line(s) that apply:]
– Under the FTC Mail, Internet, or Telephone Order Merchandise Rule (16 CFR Part 435), you were required to ship by the promised date or offer a prompt refund.
– Under UCC §2-509 as adopted in [state], the risk of loss remained with you until the goods were delivered to me.
– Under your own terms of service / refund policy (section [X], copy enclosed), I am entitled to a full refund.
– Under [state] consumer protection law ([statute, e.g., Cal. Bus. & Prof. Code §17200 / N.Y. Gen. Bus. Law §349 / Tex. Bus. & Com. Code §17.46]), charging for goods or services not provided and failing to honor a promised refund are deceptive practices that allow recovery of actual damages, [treble/statutory] damages, and attorney's fees.
– Under the Restore Online Shoppers' Confidence Act and the FTC's Negative Option Rule, charges after cancellation of an online subscription are unauthorized.
DEMAND
I demand a full refund of $[amount], paid [to my original payment method / by check to the address above], within 14 days of the date of this letter, i.e., by [date].
If payment is not received by that date, I will, without further notice, [file a claim in the small claims division of the [County] court seeking the amount above, statutory damages where available, interest, and court costs] [and/or] [dispute the charge with my card issuer] [and] [file complaints with the Federal Trade Commission and the [State] Attorney General's Office].
This letter is sent in good faith to resolve this matter without litigation. I reserve all rights and remedies.
Sincerely,
[Signature]
[Printed name]
Enclosures: [receipt / order confirmation], [screenshots of tracking], [photos], [copies of correspondence dated …], [cancellation confirmation], [company's refund policy].