Refund Request Email Template
Request a refund clearly, with the details that get it approved.
Tips for your Refund Request Email
- Quote your order number and the policy.
- Attach proof of purchase.
About this Refund Request Email template
A refund request is a narrow, transactional ask: you paid, the thing was faulty, not as described, not delivered or not wanted, and you want the money back. Keep it that way. A complaint letter is the right document if you want an apology or a broader fix, and mixing the two makes your email longer and slower to approve. If you simply want a better price on something you still intend to buy, that is a price negotiation email instead.
The person reading this is usually working through a checklist, deciding whether they can approve it without escalating. So hand them the checklist already filled in: order number, date, amount, payment method, the reason in one line, proof attached. Six sentences, no story. Quote the company’s own published refund policy where it covers your case — an agent finds it far easier to say yes to their own rules than to your argument.
What you are legally owed genuinely depends on your country, the type of purchase and how you paid, so this template claims no specific right or deadline, and you should not invent one either. If a fair request is refused, escalation routes exist in many markets: card issuers and payment providers often run their own dispute processes, and some sectors have an ombudsman or regulator. Keep everything in writing.
Frequently asked questions
What should I include?
Order number, date, amount, payment method, a one-line reason and proof of purchase. Anything missing is a reason for the agent to reply asking rather than refunding.
Am I entitled to a refund?
That depends on where you are, what you bought and how you paid — consumer rules vary widely by country and even by state. Start with the seller’s own published policy, which is the thing their staff are empowered to apply.
How long do refunds take?
The seller approves it, then the payment provider processes it, so ask them to confirm both the approval and an expected date rather than assuming a timescale.
What if they say no?
Ask for the refusal and its reason in writing. Depending on your market and payment method, your card issuer, payment provider, an ombudsman or a regulator may offer a route to dispute it.
Should I threaten a chargeback?
Not in the first email. Leading with it can get you treated as adversarial; keep it as a genuine option you use later if a reasonable request is refused.