Demand Letter for a Refund

When a business promises a refund and stalls, or sells something that failed and refuses to make it right, a demand letter moves you out of the customer-service queue and onto someone's legal risk list. It is the last step before a chargeback, an agency complaint, or small claims court, and it says so.

Be precise about the promise that was broken: the advertised feature that does not exist, the refund policy on their own website, the confirmation email that said your money was coming.

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Sample letter

This is the exact structure your finished letter will follow, with placeholders where your facts go.

[Your Full Name] [Your Street Address] [City, State ZIP] [Date] [Recipient's Full Name] [Recipient's Street Address] [City, State ZIP] RE: Formal Demand for Refund Dear [Recipient's Full Name]: This letter is a formal demand for payment of $[refund amount, e.g. 499.00], which you owe me for a refund for [product or service] purchased on [date], order #[number]. The relevant facts are straightforward. The [product or service] was advertised as [promise]. In fact, [what actually happened]. I requested a refund through your support channel on [date] and followed up on [date]; case #[number] remains unresolved. Demand is hereby made for payment in full of $[refund amount, e.g. 499.00] within 14 days of your receipt of this letter. Payment may be made as follows: Refund to my original payment method. If payment is not received by that deadline, I intend to pursue the remedies available to me, which may include filing a claim in court and seeking recovery of costs where permitted. A judgment can affect your credit and can be enforced against wages and bank accounts. None of that is necessary if you simply resolve this now. This letter is written without waiver of any rights or remedies, all of which are expressly reserved. Sincerely, [Your Full Name]

What to include

What you bought, when, and for how much
What failed: the defect, the false description, or the broken promise
Your attempts to resolve it through normal support channels
The exact refund amount demanded and a deadline
Your next steps: chargeback, consumer agencies, small claims

Common questions

Should I do a chargeback instead?

A chargeback is powerful but has time limits from the purchase date. Sending the demand letter first is fine if you are within the window; if the window is closing, file the chargeback and send the letter in parallel.

The company only offers store credit. Do I have to accept?

Not if their own policy or the law of the sale entitles you to a refund. Your letter should demand the refund in the original payment form and reject substitutes.

What if the business ignores the letter?

Escalate on the timeline your letter promised: card issuer, state consumer protection office, and small claims. Businesses that ignore letters often respond quickly to agency complaints.

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