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Refund Demand Letter (Defective Product or Service) Template
Clearly explain the problem and formally demand a refund for a defective product or unsatisfactory service.
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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]
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Refund Demand Letter (Defective Product or Service) Template
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For quick answers, scroll below to see the FAQ.
Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.
REFUND DEMAND LETTER (DEFECTIVE PRODUCT OR SERVICE) TEMPLATE FAQ
What is a refund demand letter for a defective product or service?
A refund demand letter for a defective product or service is a formal written request asking a seller, service provider, or company to return your money when what you bought does not work properly, is faulty, not as described, or fails to meet reasonable quality standards.
When should I use this refund demand letter?
Use this letter after you have tried to resolve the issue informally (for example, customer service calls or emails) and the business has refused, delayed, or ignored your request for a refund or proper remedy. It is useful for defective goods, poor-quality work, or services that were not delivered as promised.
What should I include in a refund demand letter?
You should clearly describe what you purchased, the date and price, how the product or service is defective or unsatisfactory, what steps you took to get it fixed, and the refund amount you are requesting. It is also helpful to mention any warranties, return policies, or laws that may apply and to set a firm deadline for response.
Can I use this template for both products and services?
Yes. This template can be used for defective consumer goods (electronics, appliances, furniture, etc.) as well as services (repairs, home improvement, consulting, training, events, etc.). Adjust the description of the transaction, problems, and requested remedy to fit your situation.
Does sending this refund demand letter guarantee I will get my money back?
No. This letter states your position and formally requests a refund, but it does not guarantee the company will agree. However, it helps you document your complaint, may encourage a resolution, and can support you if you later dispute the charge with your bank or pursue legal or regulatory options.
Can AI Lawyer help me customize this refund demand letter?
Yes. AI Lawyer can help you adapt this Refund Demand Letter (Defective Product or Service) template by refining your description of the problem, the refund amount, and the deadlines, while keeping the tone firm and professional. You still provide the real facts, receipts, and documents and remain responsible for any follow-up actions you take.
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