Refund demand letter: free template and sample
A refund demand letter asks a business, in writing, to refund you by a set date. It is useful when an order never arrived, an item was defective or not as described, or you cancelled and were still charged. A dated letter also helps if you later dispute the charge with your card issuer or file a complaint. Copy the template below, or pick your state for a sample with your state's consumer law filled in.
The template
Replace everything in [brackets]. Delete the options in brackets that don't apply.
[Your full name]
[Your street address]
[City, State ZIP]
[Your email]
[Date]
[Company name]
[Company address or customer service email]
RE: Demand for refund, order [order number]
Dear [Company name],
On [purchase date] I paid $[amount] for [item or service], order [order number]. [The item never arrived although delivery was promised by (date). / The item arrived defective: (short description). / I cancelled on (date).] I asked for a refund on [date] and have not received it.
[If the order never arrived:] Under the FTC Mail, Internet, or Telephone Order Merchandise Rule, a seller that cannot ship within the promised time (or within 30 days if no time was stated) must offer the buyer the option to cancel and receive a prompt refund. [Add your state's consumer protection law if it applies.]
I request a refund of $[amount] by [date, usually 10 to 14 days from today], to the original payment method.
If I do not receive the refund by that date, I intend to pursue my remaining options, which may include disputing the charge with my card issuer, filing a complaint with [your state attorney general's consumer protection office], or filing a claim in small claims court. Please direct any response to me in writing at the address above.
Sincerely,
[Your full name]
Prepared by the sender using DisputeKit, a self-help document tool. Not legal advice. DisputeKit is not a law firm.
What to fill in
- The order number, purchase date and exact amount, from your receipt or bank statement.
- What went wrong, in one or two factual sentences. Leave out anger and guesses about motives.
- The law that fits your problem. The federal mail-order rule covers goods that were not shipped on time; your state's consumer protection law may cover more.
- A refund date. Ten to fourteen days is typical.
How to send it
- Send it by email and keep a copy. For larger amounts, also send it by certified mail.
- If you paid by credit card, don't let the letter make you miss the card dispute window: federal law gives you 60 days from the first statement that showed the charge.
- If the business doesn't respond, file a complaint with your state attorney general or go to small claims court.
The same letter with your state's law
Each state sample cites the state's own law and, for deposits, its deadline.
- Alabama
- Alaska
- Arizona
- Arkansas
- California
- Colorado
- Connecticut
- Delaware
- District of Columbia
- Florida
- Georgia
- Hawaii
- Idaho
- Illinois
- Indiana
- Iowa
- Kansas
- Kentucky
- Louisiana
- Maine
- Maryland
- Massachusetts
- Michigan
- Minnesota
- Mississippi
- Missouri
- Montana
- Nebraska
- Nevada
- New Hampshire
- New Jersey
- New Mexico
- New York
- North Carolina
- North Dakota
- Ohio
- Oklahoma
- Oregon
- Pennsylvania
- Rhode Island
- South Carolina
- South Dakota
- Tennessee
- Texas
- Utah
- Vermont
- Virginia
- Washington
- West Virginia
- Wisconsin
- Wyoming
Rather not fill in blanks?
The free rights check works out your law, dates and amounts. You only pay if you want the finished letter.
General legal information, not legal advice. DisputeKit is not a law firm.