Refund request letter that gets your money back politely
A late delivery, a faulty product, a cancelled class or a service that never happened: you want your money back without a long fight. This prompt has your todo.is agent read the seller's refund policy, then write a short refund request letter that quotes it, states the amount and sets a reply date.
The prompt
- Write a refund request letter to [COMPANY NAME] for order or booking [ORDER NUMBER AND DATE]. I paid [AMOUNT AND PAYMENT METHOD] for [WHAT YOU BOUGHT]. The problem: [WHAT WENT WRONG]. I already [WHAT YOU HAVE TRIED]. Find and read their refund or returns policy on [COMPANY WEBSITE] and quote the relevant part with a link. Ask for a full refund to my original payment method within [DAYS TO RESPOND] days. Polite but firm, under 250 words. Give me an email version with a subject line and a formal letter as PDF, plus a short follow-up email for if they do not reply.
What to change
- [COMPANY NAME]: The seller, airline, school or service provider, e.g. "Peakline Outdoor".
- [ORDER NUMBER AND DATE]: E.g. "#PL-55210, placed 12 September 2026".
- [AMOUNT AND PAYMENT METHOD]: E.g. "$189.00 by Visa".
- [WHAT YOU BOUGHT]: E.g. "a two-person tent, model Ridge 2".
- [WHAT WENT WRONG]: E.g. "the tent arrived with a torn floor seam" or "the class was cancelled and not rescheduled".
- [WHAT YOU HAVE TRIED]: E.g. "sent photos to support on 20 September, no reply". Or "nothing yet".
- [COMPANY WEBSITE]: E.g. "peakline.example". Your agent finds the policy page.
- [DAYS TO RESPOND]: E.g. "14".
Example result
- Refund request email
- Subject: Refund request for order #PL-55210 (damaged tent)
- Dear Peakline Outdoor customer service,
- On 12 September 2026 I ordered a Ridge 2 two-person tent (order #PL-55210) and paid $189.00 by Visa. When it arrived on 18 September, the floor seam was torn along about 30 cm. Photos are attached.
- I contacted your support team on 20 September with the same photos and have not received a reply.
- Your returns policy says: "Items that arrive damaged or defective can be returned within 30 days for a full refund, including shipping" (peakline.example/returns). My order is within that period.
- Please refund the full $189.00 to my original payment method within 14 days, by 24 October 2026. If you need the tent back, please send a prepaid return label and I will ship it the same week.
- Thank you for your help. I look forward to your reply.
- Kind regards,
- Sam Patel
- sam.patel@example.com | 555-0175
- Follow-up email (if no reply in 14 days)
- Subject: Second request: refund for order #PL-55210
- Dear Peakline team, I wrote on 10 October asking for a refund of $189.00 for a tent that arrived damaged. I have not heard back. Please process the refund within 7 days. If not, I will ask my card issuer to dispute the charge.
- What makes it work
- • Order details first, so they can find it quickly
- • Facts and photos, not feelings
- • Their own policy quoted back to them
- • One clear request with a date
- If the seller still refuses
- • Ask your card issuer or PayPal about a chargeback or dispute
- • Contact your local consumer protection agency
- • For larger amounts, consider small claims or a demand letter
How to do it with todo.is
- Copy the prompt and fill in your order details and what went wrong.
- Paste it on the todo.is Today screen, or send it to your agent on WhatsApp with photos of the problem attached.
- Your agent reads the refund policy, quotes it and writes an email plus a PDF letter.
- With Gmail connected, it can save the email as a draft for you to send.
Tips for a better result
- Quote the seller's own refund policy. It is the strongest argument you have.
- Attach photos, receipts and screenshots of earlier messages.
- Ask for a refund to your original payment method, not store credit, if that is what you want.
- Keep it short and calm. Support staff help polite customers faster.
- Ask your agent to remind you on the reply date so you can follow up or start a card dispute.
refund request letter: FAQ
- How do I write a refund request letter? Include your order number and date, what you paid, what went wrong, what you have tried, the policy that applies, and the exact refund and deadline you are asking for.
- How long should I give a company to refund me? Seven to fourteen days is reasonable. Some laws and card rules set their own time limits, so check what applies to you.
- What if the company refuses a refund? You can escalate to a manager, file a chargeback with your card issuer, contact a consumer protection agency, or send a formal demand letter.
- Can my agent send the refund email for me? It can prepare the email and save a Gmail draft. It asks for your OK before sending anything.
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