Request a Refund or Reimbursement • Letter Templates and Guides

How to write this letter:

1Give an explanation for requesting the refund or reimbursement.
2Request the refund or reimbursement.
3If you have enclosed receipts or other documents for reimbursement, tell the reader about them.
4Explain how or when you want to receive the refund or reimbursement and thank the reader.


Use clear, courteous language for this letter, so your reader will have no doubts about your request. Supply the appropriate documentation.

Example 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.

Example 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.

Example 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.

Example 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.