Refund Letter Format | Learn How to Write with Sample Letters

You must have returned an item either online or offline, and you must be well aware of the lengthy procedures you will have to follow. You will have to wait patiently for the refund of the amount. At times, it may take a longer time to get the refund, and for that, you will have to either talk to the customer executive or write an email. Learn how to write a refund request letter by going through the format and samples given.

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How to Write a Refund Request Letter?

A request letter for the refund of money can be written for various reasons like dissatisfaction with the service or product, refund delayed by online shopping platforms, refund of advance payment, etc. A refund letter format is a formal letter that expresses one’s disappointment in a service or product received. For this same reason, the person writing the letter might be frustrated but it is important that they keep track of the kind of words and the language they use.

The important things to remember while writing a refund application letter are to mention the office address, attach the payment receipt and your bank or UPI details for them to process the refund.

Sample Letters of Refund Payment

To help you better with the refund letter format, given below are a few sample letters. Go through them.

Refund Application Letter

Abhisa Mishra

#55, Airport Wall Side Road


February 16, 2022


IUT Textiles

Main Building, Airport Road



Subject: Requesting a refund for purchased products


Dear Sir/Madam,

I am writing this letter to request a full refund for the clothes I ordered from your store. I had received a lot of reviews which is why I ordered a few cloth materials worth Rs. 20,000 for my painting business. I regret to inform you that I am not satisfied with the materials. The quality of clothes seem to be lower than what was expected for the price I had invested.

I have attached the copy of the payment receipt with this letter. You can either make the payment to my account number (mention your account number) or send a signed cheque to the same address.

I hope you understand the concern and make the refund at the earliest. Waiting for your response.

Thank you.


Abhisa Mishra


  • Payment receipt

Refund Mail Format

Follow the below-mentioned format to write an email requesting refund.


Subject: Regarding return and refund


I am writing this mail to bring your kind attention that the product I had ordered had been damaged. I would like to know the procedure to process the return and refund of the product. I had tried calling the customer service, but my calls went unanswered. Kindly look into this and reach out to me as soon as possible. I am attaching the image of the damaged product as well as the opening video. The UPI transaction ID and a screenshot of payment made has been enclosed for your reference.

The details of the order are given below.

Order ID: 12345

Date of purchase: 25/01/2022

Transaction ID: 1234567

Kindly treat this as urgent and do the needful.

Thank you.


Amrita Dwibedi


  • Payment receipt
  • Bill
  • Image and video of the damaged product

Request Letter for Refund of Advance Payment

Shubhangi Tripathy

448, Saheed Nagar

Bhubaneswar – 751007

16th February, 2022



Satish Gawda

#75, Kamalam


Bangalore – 560016


Sub: Requesting a refund


Dear Satish,

I am writing this letter to request you the refund of Rs. 50,000, which I had paid as an advance for the 2 BHK flat. I had paid the money with a confirmation that I shall shift to your house, but due to the extension of COVID-19 guidelines, my office has decided to extend the work from home policy for six more months.

As discussed over call, you shall refund the full amount to the account number I have provided below. I have attached the copy of the UPI transaction bill with the letter for your reference. I shall be grateful for the kind gesture of yours.

Account details:

Account number: 123456

IFSC code: 0001

Phone number: 99999

Thank you.


Shubhangi Tripathy


  • UPI transaction bill

Frequently Asked Questions on Refund Letter Format


How do I request to refund the amount paid?

In order to request for a refund, you can contact the customer service over the phone if available or write a letter or an email stating the cause behind the refund.


How can I write a refund request mail?

In order to write a refund request mail, you must know the mail address of the person or website and mention the subject and cause for the refund. Attach the details needed.


Do I write a refund request mail if my refund is delayed?

Yes, you can write a refund request mail to the authorised person or the customer relation executive requesting to initiate the refund at the earliest.


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