If someone is not satisfied with any service or the product he or she ordered or bought, one can always go for a request for refund. For claiming a refund, one needs to write a letter to the responsible authority about the product and explain particularly which performance he or she was not satisfied with. The authority will then verify the customer’s claim and then process the refund procedure as per the customers eligibility. Although the refund request can be raised through verbal discussion, a written letter has a higher impact.
For many reasons, one need to write a refund letter. Sometimes students who take admission to school or colleges, may need their refund and they claim to the school or college management. In those situation one should follow some tips to request for a refund.
First of all, the purpose of the letter should be mentioned. Whether it is a refund or reclaim the same service but in better quality. Secondly, the dissatisfaction should be clearly stated, like which particular area or service the requester was not enough satisfied with. If there is a certain product name or model number, that should be rechecked and confirmed.
Format of Refund Request Letter
Subject : (mention the refund of the particular product)
Dear Sir/Ma’am/ (the person who may be responsible for processing the refund),
This is to bring to your kind notice that I had recently ordered a (product) from (company name, store name or the e commerce site). As the product got delivered on (date of delivery) we found that the size/quality/color of the product was not as mentioned on the site. So we had to cancel the order and returned the product back on the same date.
Therefore, I request you to initiate my refund of the amount I paid in advance. It’s been a week and I believe there’s no communication happened for this refund. Please arrange the refund on priority and this will be very helpful for me.
(Name of the customer)
To write a refund request letter, the language should be humble and not in a complaining mode. Statements should be very transparent so that there’s no occurrence of confusion.