Request a Refund or Reimbursement
Letter #1
Changes in my work assignment prevent me from attending the Training Conference on May 12-14 at the Springfield Resort. Please refund my registration and housing fee minus the service charge. A copy of my registration receipt is enclosed for your review.
Please send the refund check payable to Doe Associates to this address. I will order a copy of the Conference Proceedings separately. Thank you for your help with this unexpected change.
Letter #2
Please refund me $25.32. I purchased Doe's Thigh Cream, "guaranteed to slim [my] thighs in two weeks or [my] money back." It smelled nice but it didn't work. I have enclosed the receipt to verify the purchase price. I'll be expecting a check in the mail within two weeks.
Letter #3
While I was out of town last month, I became ill and needed to consult a doctor who prescribed medication for me to take. The doctor accepted my insurance and will bill you, but the pharmacy requested that I pay in full for the antibiotic.
Please reimburse me $25.60, the amount I paid less the 10% I am responsible for. I have enclosed the receipt from the pharmacy.
Thank you.
Letter #4
My clothing order arrived in good condition. I am delighted with the dress and the sweater, but the skirt does not suit me at all. I am returning it unworn, along with your statement, and would appreciate your crediting the $40.00 price of the skirt to the credit card I paid with originally. Thank you.
How to Write this Request Letter: Expert Tips and Guidelines
Use clear, courteous language for this letter, so your reader will have no doubts about your request. Supply the appropriate documentation.
Steps
- Give an explanation for requesting the refund or reimbursement.
- Request the refund or reimbursement.
- If you have enclosed receipts or other documents for reimbursement, tell the reader about them.
- Explain how or when you want to receive the refund or reimbursement and thank the reader.
Write Your request in Minutes: Easy Step-by-Step Guide with Sample Sentences and Phrases
1 Give an explanation for requesting the refund or reimbursement.
Sample Sentences for Step 1
- Your advertisement promised that if I am not satisfied after a thirty day trial period, you would refund the full amount. I am not satisfied.
- My plans to visit your city have unexpectedly changed.
- I purchased the texts you requested while I was in Springfield.
- Enclosed is the bottle of tooth polish that you guaranteed would whiten and brighten my teeth. As far as I could tell, your product accomplished no more than an ordinary tooth paste.
Key Phrases for Step 1
- after a trial period
- am obliged to cancel
- am unable to
- am not satisfied with
- as per our agreement
- as we agreed
- as your advertisement stated
- does not work
- failed to perform as promised
- fulfilled the requirements
- have enclosed the
- in accordance with
- no noticeable effect
- plans have changed
- promised complete satisfaction
- refund the full amount
- satisfaction was guaranteed
- under the circumstances
- was most dissatisfied
- your advertisement promised
2 Request the refund or reimbursement.
Sample Sentences for Step 2
- I request a full refund of $15.95.
- Will you please refund my reservation fee?
- Please reimburse me for the two Doe text books. Together they cost $89.35.
- I request an expense reimbursement check in the amount of $1,294.00 for the period of March 1 to April 1.
- I would like an immediate refund of $49.99 for the Doe Tooth Polish I purchased one month ago.
- Please issue me a reimbursement of $600 for tuition and books.
Key Phrases for Step 2
- after deducting the
- believe I am entitled to
- give me a store credit for
- in the amount of
- in accordance with
- please reimburse me for
- please send me
- please issue a
- please credit my account with
- refund my reservation fee
- request a reimbursement check for
- request a partial refund
- request a full refund
- send me a check for
- the refund you offered
- understand that the
- which I purchased
- with your warranty
- with your policy on
- would appreciate receiving
3 If you have enclosed receipts or other documents for reimbursement, tell the reader about them.
Sample Sentences for Step 3
- Enclosed are the receipts for my expenses.
- Attached is a completed expenditure form.
- As you requested, I have enclosed the unused portion of your product.
- I have included a copy of my official transcripts with this letter.
- Here are the photocopied receipts for my travel expenses for your records.
- I attached the receipts to my time card so that accounting could issue me just one check.
Key Phrases for Step 3
- am attaching the
- as you requested
- as stipulated in
- attached receipts to
- check the enclosures
- documentation in support of
- enclosed please find
- enclosed photocopies of
- have enclosed the
- have included copies of
- my supporting documentation
- please find enclosed
- receipts are enclosed
- receipts are attached
- should have received
- the required proofs of purchase
- the completed forms
- the unused portion
- the necessary receipts
- the prescribed paperwork
- the completed paperwork
- to support this request
4 Explain how or when you want to receive the refund or reimbursement and thank the reader.
Sample Sentences for Step 4
- Please credit the $49.99 to my account. Thank you.
- I will appreciate your sending me a cashier's check for the full amount.
- Please add the reimbursement to my paycheck. I appreciate your help.
- I trust that you will fulfill your promise and send me a check for the full amount. Thank you for your cooperation.
- Please make the check payable to John Doe and send it directly to my home.
- Please issue me a new statement which reflects this credit to my account. I sincerely appreciate your assistance.
Key Phrases for Step 4
- apply a credit to
- appreciate your assistance
- credit my account with
- for your cooperation
- for the full amount
- honor this request
- issue a new statement
- mail it to
- make the check payable to
- please credit my account
- send me a check
- send me confirmation of
- send it to me at
- thank you for
- thanks for your help
- to my account
- trust that you will
- will expect to receive
- would appreciate your