A claim letter for a refund is a letter written to request a refund on a defective product. Occasionally, everyone needs to request a refund for a product that is damaged or does not work as it should. Writing a claim letter to request a refund is an effective way to be sure your refund is processed and paid.
In this article, you will learn what you need to include in your request for a refund. We provide a format you can use to write your letter and a sample letter to read.
Prepare to Write Your Claim Letter for a Refund
Before you write, gather all the necessary information and documents for your refund request. You will need the following items:
- Purchase order number, receipt, or proof of purchase
- The date you placed your order
- The date you received the product
- The product’s name and serial number if applicable
- Proof the product is damaged if applicable
- Proof the product is defective if applicable
- Any paperwork you received with the product
What to Include in Your Letter
After you have finished gathering all the necessary items, you can begin writing your letter. You should include the following to ensure your claim is processed quickly and efficiently.
- A statement that you are requesting a refund
- Name and serial number of the product you plan to return for a refund
- Purchase order number or receipt (enclose a copy and note this in your letter)
- Date of purchase and receipt
- Photos or description of the damage or the reason the product is unacceptable
- Request for return information unless you are returning the product with your letter
- Your name and contact information
When you return the product, be sure to enclose all parts and documents you received with the product.
When you make a purchase, be sure to keep a copy of your receipt or purchase order. Anytime you write a claim letter for a refund, keep a copy and all applicable documents in case a problem arises with your claim.
Claim Letter for Refund (Format)
{your name}
{your address}
{date}
{recipient name or company name}
{recipient address}
Subject: Refund request
Dear {recipient name},
I am writing to request a refund for my purchase of {product name}, SN {serial number}. {Describe why the product is unacceptable here. If you are enclosing photos, mention them here.}
I purchased the {product name} on {date} and received it on {date}. {(I have enclosed a copy of purchase order number {number} and the check with which I paid for the purchase) or (I have enclosed my receipt.)}
{Please provide me with the mailing address where I should send the defective product.}
If you have any questions, please contact me at {your preferred contact information}. If I need to complete any return forms, please forward these forms to me.
Thank you for your assistance in this matter.
Sincerely,
{your name}
Sample Claim Letter for Refund
Stacia Payne
Director, Purchasing
Allied Aircraft Repair
4360 Braxton Street
Mendota, IL 61342
March 21, 2032
Joann B. Wyant
Director, Accounting
Ellery Materials
1305 Oak Street
Syracuse, NY 13202
Subject: Refund request
Dear Joann,
I am writing to request a refund for our purchase of carbon fiber material, Batch number 98276CF. This material did not pass inspection upon receipt. I have enclosed a copy of the inspection report, QA90764.
We purchased the material on January 28, 2032, and received it on March 12, 2032. I have enclosed a copy of purchase order number PO7866290 and the check for $1,329 with which we paid for the purchase. The material was returned via Jersey Trucking to Ellery Materials on March 20, 2032. The signed material receipt is enclosed.
If you have any questions, please contact me at paynestacia@alliedair.com. If I need to complete any return forms, please forward these forms to me at the above email address.
Thank you for your assistance in this matter.
Sincerely,
Stacia Payne
Stacia Payne
Enclosures
Claim Letter for Refund (Word Template)
- Be sure you have all the necessary information and documents before you write
- Include proof of the product’s damage or reason for the rejection
- Enclose the necessary documents
- Provide your contact information
- Request necessary forms
- Thank your recipient for their assistance
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