If you are not satisfied with the merchant’s product or service, you need to write a refund request letter. It may not always be possible to ask for a refund in writing, but you should use this method whenever possible. Writing this kind of email might seem easy but the reality is the polar opposite. If you ever feel lost and find yourself in a problem then just follow this article. This article will help you in crafting the perfect Refund Email.

Subjects for “Refund Email”

Without the subject, your email might end up in the trash or the receiver might not give it that much importance and ignore it. If you don’t want any of this then don’t send your refund email without a subject line. It can be hard to come up with a catchy, descriptive and at the same time brief subject line so to help you we’ve collected various subjects for your email. You can use whichever you like the most from the following:

  • Request for Refund
  • Requesting a refund of my payment
  • Requesting a refund for the products
  • Regarding the refund
  •  Requesting a refund of {amount}

1. Email for Refund Payment to Customer

Dear {Name},

Just letting you know that I’ve processed your refund for your purchase of Fifty-Three tickets. Please reach out to us again if the amount doesn’t appear in your account within the next few business days.

I’m sorry to hear that the rides you wanted to go on were under maintenance during your trip. I completely understand your complaints and want you to know that our team has taken this incident very seriously to make sure it won’t happen again.

We would love to see you buy from us again in the future.

Kind Regards,
{Sender Details}

2. Politely Decline a Refund Request

Dear {Name},

Thanks so much for reaching out. I’m so sorry the product hasn’t worked out for you.

Unfortunately, our return policy allows for all merchandise to be returned up to {Number of days} after purchase, in like-new condition. Since your item shows signs of heavy use, we will not be able to refund you. Here is the link to our refund policy in case you need to reference it in the future: {link}.

I can, however, provide you with a store credit for your purchase. Please let me know how you would like to proceed.

If you have any questions or concerns, I’d be happy to help.


Kind Regards,
{Sender Details}

3. Refund Email Template to Company

Dear {Name},

This letter serves as a formal request for a full refund on the product that I bought from your company, through your Online Store. 

I purchased a {Product Name} on {Date of Purchase}, and paid a total amount of {Total Amount}. 

It seems that the product is defective and that it is not functioning properly. The specific problem with the product is that {describe the issue}.

I read your terms and conditions, and I am well aware that customers are entitled to a full refund for a defective product.

I attached the receipt that I got with the product as proof it was purchased from your company. 

I hope to hear from you soon about the procedures for returning the product and receiving a refund. 

Kind Regards,
{Sender Details}

4. Payment Refund Email

Dear {Name},

I am writing this mail to bring your kind attention to the refund for the product I had ordered from your website. I had ordered a saree worth Rs. 5,499 on 25th January with order Id 654321, but I had received a damaged product for which I had requested a return. As stated by you, I was supposed to receive the refund by the 5th of this month, but the refund is still pending. I had tried calling the customer service, but my calls went unanswered, so I had to write an email for the same.

I am attaching the image of the damaged product as well as the UPI transaction ID with this mail. Kindly treat this as urgent and try to refund the amount to the same UPI ID. Hope this will be resolved at the earliest, or I will have to take this to the consumer rights.

Expecting an early refund from your end.

Thank you.

Kind Regards,
{Sender Details}


{Payment receipt}
{Images of the damaged product}

5. Asking for Refund Email

Dear {Name},

I am writing this letter to request a full refund for the clothes I ordered from your store. I had got a lot of reviews which is why I ordered a few cloth materials worth Rs. 20,000 for my painting business. I have received the ordered items but am not satisfied with the materials. I felt a little lower quality of cloth was sent to me, but the charges are taken for the better quality. I figured it out because I have been running this business for 14 years, and I have been collecting materials from different places.

I have attached the copy of the payment receipt with this letter. You can either make the payment to my account number 1234567890765876 or can send a signed cheque to the same address.

I hope you understand the concern and make the refund at the earliest. Waiting for an early response from you.

Thank you.

Kind Regards,
{Sender Details}

 {Your Payment receipt}

6. Delay in Refund Email

Dear {Name},

Thank you for being a {Company name} customer. We are writing to let you know that there is a slight delay in your refund. Let me start by saying how terribly sorry I am to see this happen and look into the issue personally.

However, the issue we were having with our credit card processor is resolved, and refunds will be available in 7–10 days, if not sooner. We are so sorry if this caused you any inconvenience.

Please let us know if you do not receive your refund by the above-referenced timeline. You can reach me personally at {your number}.


Kind Regards,
{Sender Details}

7. Partial Refund Email

Dear {Name},

We’re so sorry to hear you’re not happy with your product, but we also fully respect your decision.

We just wanna tell you that according to our refund policy you'll only receive partial refund on your order. Here is the link to our refund policy in case you need to reference it in the future: {link}.

We’ve processed your refund request, and you should expect to see the amount appear in your bank account in the next couple of business days.

Once more, we apologize for the inconvenience this has caused you. In case you’re still in search of a similar product, feel free to reach out as we would love to assist you in finding the right product for you.

Thank you for your feedback, as this will help us improve our {product/ service}.

Kind Regards,
{Sender Details}

8. Flight Refund Email

Dear {Name},

I had booked {no. of tickets booked} tickets having reference no. {reference No. /PNR No.} for {myself/family members/friends} on {date} to visit {place to visit} for {purpose – tourism/personal visit/education/family and friend visit/any other} purpose but suddenly due to {unrest conditions/lockdown/curfew/emergency} in {location}, {flights cancelled/connecting flight cancelled/we are unable to travel/any other reason}. Please find travelers information stated below:

Flight Name: {Name}, Flight Number: {Number}

S No.: {Number}	Passenger Name: {Your Name}         PNR: {x}

I humbly request you to kindly refund {full/partial/any other} amount as per airline policy. I am enclosing {duly filed refund form/ ID/Address proof/ any other supporting document} along with the application.

Best Regards,

Kind Regards,
{Sender Details}

Examples of Keywords Used in Email-

  • Name – Naveen
  • Sender Details – Naveen
  • CEO Emailformatsample.com
  • Date/Time – 15 October 2021

Tips for writing “Refund Email

  • Maintain composure and act professionally
    When the goods or services aren’t up to the mark then it’s incredibly simple to become irritated, agitated, and defensive. But you’ve to make sure that even in that condition you aren’t using an unfriendly tone in your email. Be formal at all times.
  • Don’t go into too much detail
    All you’ve to write in your email is why you want a refund. Other than that every piece of information is unnecessary and will just make your email lengthy and time-consuming. Just explain the defect and drawbacks of their product or service.
  • Refund Policy
    Before demanding a refund make sure that you’re well aware of the company’s refund policy. Every company’s follow different rules and regulations so make sure that your product is still under the refund timeline before you send off your refund email.
  • Be humble
    You know the person to whom you’re talking too is also working for someone and that person isn’t responsible for the defect in the product or service. So you don’t have to attack him.
  • Thank you
    Without saying thank you in the end don’t send your refund email.


It would help if you kept in mind that your email must be in as simple language as possible. We hope that you liked these templates and found them helpful. We also hope that your refund email meets with a positive attitude. If you have any suggestions related to the same, do mention them in the comments below.