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Refund request letter template

Give the seller enough information to locate the purchase and understand why you are asking for money back. This template helps you organise the request; it does not decide whether a refund is due.

Use this free template

Before you start

The purchase date, item or service and order number.
A concise reason for your request and the amount requested.
How you would like the seller to respond.

Replace every bracketed prompt. The example is a starting point for your own letter, not a completed form or a guarantee of a particular outcome.

Example wording

Refund request for [order or service]

Dear [company], I am writing to request a refund for [item or service] purchased on [date]. The order or reference number is [reference]. The reason for my request is [explain what happened and when]. I would like [amount and requested resolution]. Please let me know what information you need and confirm your response in writing. Yours sincerely,

Step 1Choose a starting point

These are drafting aids, not legal forms. Replace every square-bracket prompt before you send.

Letter type

Set out the purchase and the outcome you want.

Step 2Add the people

The recipient details appear in the PDF. You'll enter the envelope address again in checkout.

Your name

Date

Your address (optional)

Recipient name

Recipient address

Step 3Write the letter

Keep the facts clear. The PDF will be laid out like a normal letter and can run to more than one page.

Subject (optional)

Letter text

Make the letter useful

Identify the purchase

Use the order or invoice reference and the name of the item or service. Describe the problem in your own words, including when you first noticed it. You do not need to include full bank or payment card details in an initial request.

Explain the outcome you want

State whether you are asking for a full or partial refund and the amount. Describe earlier contact with the seller if relevant. Remove any sentence about an attachment unless you are actually including it in your final document.

Check the applicable policy and guidance

Refund rules depend on the purchase and circumstances. Read the seller’s returns instructions and the relevant consumer guidance. Keep your own copy and follow up if the reply does not address the request.

Further guidance: Citizens Advice guidance for faulty goods.

Is the PDF really free?

Yes. Edit the letter and choose “Download free PDF”. There is no account or payment to download it. PostOwl only charges if you choose printing and postal delivery; the full price is shown before payment.

Can I print or email it myself?

Yes. Keep the downloaded file, print it or attach it to an email if the recipient accepts that method. The PDF is generated in your browser. Choosing postal checkout carries it to the send page, where you can review the document and address.