How long should a refund request letter be?

Short: usually under 200 words. Transaction details, the problem in two or three factual sentences, one clear ask, a reply-by date and attached evidence.

How long should I give a company to respond?

7 to 14 days is a common, reasonable window. If a specific rule sets a timeline (for example the DOT airline refund rule), use that.

What if the company ignores my refund letter?

Send one follow-up after your deadline. Then consider a card dispute if you paid by card (watch the deadlines), a complaint to your state consumer protection office or the CFPB for financial companies, a report to the FTC for scams, or small claims court.

Should I cite consumer protection laws in my letter?

Only if one clearly applies, like the FTC shipping rule for orders that never shipped. A wrong citation weakens the letter. Facts and a clear ask work on their own.

PaperChore › Guides › Refunds

How to write a refund request letter that gets answered

By the PaperChore team · Updated Oct 15, 2026 · Sources checked Oct 15, 2026

The short answer

A refund letter gets answered when it makes saying yes easy: who you are and what you bought (order number, date, amount), what went wrong in two or three plain sentences, exactly what you want (a full refund of $X to your card), a reply-by date, and copies of your evidence. Keep it calm and short, send it in writing to the right place, and follow up once if you hear nothing.

The five parts

Identify the transaction. Order or account number, purchase date, amount, and how you paid. Whoever reads it should be able to find your order in under a minute.
State the problem as facts. Dates, what was promised, what happened. "Ordered on March 3, promised delivery by March 10, nothing has arrived and tracking hasn't updated since March 5" beats a paragraph about how frustrated you are.
Make one clear ask. "A full refund of $84.20 to my original payment method." Not "please make this right."
Set a reasonable reply-by date. 7 to 14 days is typical. It gives you a natural point to escalate.
Attach evidence. Receipt, order confirmation, screenshots, earlier emails or chat transcripts. Send copies, never originals.

Template

Subject: Refund request, order [number] ([date])

Hello,

On [date] I bought [item/service] (order [number]) for $[amount], paid by [card/method].

[Two or three sentences: what was promised, what happened, what you've already tried and when.]

I'm asking for a full refund of $[amount] to my original payment method. Please confirm by [date].

Copies of my receipt and our earlier messages are attached.

Thank you,
[Name] · [email or phone]

Mention a rule only if it really applies

Citing the right rule helps. Citing the wrong one hurts your credibility. A few that come up often:

Online, mail or phone orders that don't ship. Under the FTC's Mail, Internet, or Telephone Order Merchandise Rule, a seller must ship when it said it would, or within 30 days if it gave no time. If it can't, it has to tell you and let you choose between agreeing to the delay and canceling for a prompt, full refund.
Canceled or significantly changed flights. See our DOT refund rule guide.
Door-to-door and temporary-location sales. The FTC's Cooling-Off Rule gives you until midnight of the third business day to cancel certain sales made at your home, workplace or dorm, or at a seller's temporary location (it doesn't cover online sales). After a valid cancellation, the seller has 10 days to refund you.

If none of these fits, you don't need a law. Facts, a clear ask and a deadline are enough.

Where to send it

Use a channel that leaves a record: the company's support email or contact form, or a letter. Save a copy and the date you sent it. If you use chat, export or screenshot the transcript.

If they don't answer

Send one short follow-up after your reply-by date. Repeat the facts and the ask, reference your first letter's date, and give a final date.
Paid by card? Your card issuer or bank may be able to help, and there are deadlines. See chargeback vs. dispute letter.
Complain to the right office. Your state or local consumer protection office or state attorney general takes complaints about businesses. Problems with a bank or card company can go to the CFPB. If it looks like a scam, report it to the FTC at ReportFraud.ftc.gov.
Small claims court is a lower-cost option for amounts worth pursuing. Rules vary by state, so check your local court's site.

What not to do

Don't threaten something you won't do, like a lawsuit over $20.
Don't exaggerate or guess at dates or amounts. Check them against your receipts.
Don't send five messages in a day. One clear letter and one follow-up carry more weight.

Common questions

How long should a refund request letter be?: Short: usually under 200 words. Transaction details, the problem in two or three factual sentences, one clear ask, a reply-by date and attached evidence.
How long should I give a company to respond?: 7 to 14 days is a common, reasonable window. If a specific rule sets a timeline (for example the DOT airline refund rule), use that.
What if the company ignores my refund letter?: Send one follow-up after your deadline. Then consider a card dispute if you paid by card (watch the deadlines), a complaint to your state consumer protection office or the CFPB for financial companies, a report to the FTC for scams, or small claims court.
Should I cite consumer protection laws in my letter?: Only if one clearly applies, like the FTC shipping rule for orders that never shipped. A wrong citation weakens the letter. Facts and a clear ask work on their own.

Sources

This guide explains general rules in plain language. It isn't legal advice. Rules change; check the official source for your situation.

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