Refund Demand Letter (Defective Product or Service) Template

[Your Full Name]
[Your Street Address]
[City, State/Province, ZIP/Postal Code, Country]
Phone: [Your Phone Number]
Email: [Your Email Address]

[Date]

[Business / Seller / Service Provider Name]
[Attention: Customer Service / Manager Name, if known]
[Street Address]
[City, State/Province, ZIP/Postal Code, Country]

Subject: Refund Demand – Defective Product / Unsatisfactory Service – [Order / Invoice / Reference No.: ______]

1. Introduction and Purchase Details

Dear [Mr./Ms./Mx. Last Name] / [To Whom It May Concern],

I am writing to formally request a refund for a defective product / unsatisfactory service purchased from your business. The basic details of the transaction are as follows:

• Product or service: [Name and brief description]

• Order / invoice number: [Number]

• Purchase date: [MM/DD/YYYY]

• Amount paid: [Currency and Amount]

• Method of payment: [Credit card / Debit card / Bank transfer / Cash / Other]

2. Description of the Defect or Problem

After purchasing and receiving the product / service, I discovered the following issues:

• Issue 1: [Describe the defect or problem, e.g., “The device will not power on,” “The item arrived broken,” “The service was not performed to a reasonable standard,” etc.]

• Issue 2 (if applicable): [Additional defect or problem]

• Date problem first noticed: [MM/DD/YYYY]

Because of these issues, the product / service is not of acceptable quality and/or does not match the description or expectations based on your advertising, representations, or our agreement.

3. Steps Taken to Resolve the Issue

I have already attempted to resolve this problem directly with your business as follows:

• Date and type of contact: [Example: “Phone call to customer service on MM/DD/YYYY,” “Email sent on MM/DD/YYYY,” “In-person visit to store on MM/DD/YYYY”]

• Person(s) contacted: [Name or “Customer Service Representative”]

• Summary of response: [Brief summary or “No meaningful response / request denied”]

Despite these efforts, the issue remains unresolved and I have not received a satisfactory remedy.

4. Refund Requested

Because the product / service is defective or unsatisfactory, I am requesting a refund in the following amount:

• Purchase price: [Currency and Amount]

• Additional amounts (if applicable): [Shipping, installation, taxes, or other charges] – [Currency and Amount]

Total refund requested:

[Currency and Total Amount]

Please issue this refund by [check / original payment method / store credit only if agreed / bank transfer] no later than:

Refund Deadline: [MM/DD/YYYY]

5. Legal, Warranty, or Policy Basis (If Applicable)

My request for a refund is supported by one or more of the following:

• Your published return or refund policy, which states: [Short summary, if known]

• Any applicable written warranty or guarantee relating to the product / service; and/or

• Consumer protection or sales laws in my jurisdiction that require products and services to meet basic quality and fitness standards.

I am asking you to honor these obligations and promptly refund the amount described above.

6. Supporting Documentation

To assist you in reviewing this request, I can provide or have enclosed copies of:

• Purchase receipt or invoice;

• Order confirmation or contract;

• Photos, videos, or other evidence of the defect or poor service;

• Prior correspondence regarding this issue.

If you need any additional information to process this refund, please let me know in writing as soon as possible.

7. Consequences of Non-Response or Refusal

If I do not receive a full refund, or a reasonable written proposal to resolve this matter, by the Refund Deadline stated above, I may consider one or more of the following actions:

• Disputing the charge with my bank or card issuer;

• Filing a complaint with consumer protection or regulatory agencies;

• Considering legal or small claims court options to recover the amount owed, plus any allowable costs and fees.

I would prefer to resolve this matter directly with your business and avoid any further escalation.

8. Reservation of Rights

Nothing in this letter waives or limits any rights or remedies I may have under our agreement, any warranty, or applicable consumer protection laws. All such rights and remedies are expressly reserved.

9. Closing

I request that you treat this letter as a formal demand for refund and respond in writing by the Refund Deadline with confirmation that the refund will be issued, along with the method and timing of payment.

Thank you for your prompt attention to this matter. I look forward to your timely response and resolution.

Sincerely,

[Your Signature, if printed]
[Your Printed Name]