Home » Declining » Letters Formats to Decline a Refund: 6 sample Templates

Letters Formats to Decline a Refund: 6 sample Templates

Letter to decline of a refund due to no refund for food policy

Dear (Name of the customer) Sir,

We are very sorry for the inconvenience that is caused to you by our company. This letter is regarding complaint number 18231 which is filled because of the spillage of the cheese out the pizza in between the time of delivery. We regret our services but we are very sorry to say that our company doesn’t have any refund policy for the customer’s money for any reason.

But we have seen your order history in our company and we found that you are one the loyal customer of our company that’s why we would like to inform you that have decided to gift one more pizza for free from our company’s side as a gesture of sorry and we are also providing you a coupon or buy get one free for your next order. Your coupon code is ‘coupon code’, apply this coupon on our application at the time of purchase and get the benefit.

We hope that you have found our solution appropriate and we wish to be a part of your cravings for a lifetime. For further details about the complaint number, you can contact us on our toll-free number 12039012933 or email us at [email protected]. We are closing this complaint now. Kindly give us feedback when a customer care executive calls on your registered mobile number.

Thank You

Yours Faithfully

(Name of the customer care executive)


Letter to decline of refund due to no refund policy of the company

Dear (Name of the Customer),

I am (name of the customer care executive), regretting to tell you that we cannot refund you for the watch that you have purchased from our website. As all of our products are imported from out of the country. We don’t accept any returns and refunds. We always advise our customers to check all the details of the seller and then check the customer reviews before purchasing any product.

If in case you see a new seller then you should always try to contact him or her and if the seller looks like a person you can trust then you can proceed with the process of ordering the item. Our company is an open market for every seller in this world.

Anyone can sell their products on our website, we are only the channel to make them available for everybody in the country where we work and we also provide the assurance of the safety of your money by becoming a mediator of the money transaction.

We are really very sorry for the inconvenience caused to you and we know that you are unhappy with the product that you have received. We empathize with you. For further information regarding the fraud sellers, you can visit our website or call us on our toll-free number. Be aware of fraudulent transactions, our company never asks for payment other than our website portal.

Thank you 

(Name of the customer care executive)


Letter to decline of a refund due to wear tear on the returned item

Dear (Name of the Customer) Sir,

I am (Name of the customer care executive) sending you this letter on behalf of the quality and assessment department of our online store. We are very sorry to say to you that we will not be able to refund you for the item that you purchased from us on 11/09/2020 and returned on 19/09/2020, we have found little wear and tear on the bag. We want to tell you that we only send our product to any customer after checking its quality.

If the bag that you received was wearing and tear then you should be sending us the photos of the bag on the same day of shipping, but we received nothing.

The option that you have opted for the return is ‘you didn’t like the bag’ which is not matching with this wear tear problem. So we are sorry to say that we will be able to refund your money and we are initiating the return of the bag to your address.

For opting for the wrong reason or for the loss of shipping that is caused to our company because you will be deducted from your other purchase of any product from our website. For further queries or problems, you can contact us on our toll-free number 18002983 or mail us at [email protected].

Thank You

Yours Sincerely

(Name of the customer care executive)


Letter to decline of the refund of the policy payment due to bond constraints.

Dear (Name of the customer)

On the behalf of our insurance company ( Name of the company) I (Name of the agent), was appointed as the agent of yours for your insurance policy bond. At the time of signing the policy bond, we ensure to ask each and every customer to read the policy bond patiently and then sign it.

I hope that you know that you have signed a policy bond 5 years payment in which for 5 five years you have to pay the policy amount on a yearly basis and in these 5 years you cannot be able to get any refund. With this letter, I also want to inform you that you have to pay your premium for 12 years to get the full benefits of the policy.

furthermore, if you want to get your refund after 6 years then you will 30% of the amount that you have paid, after 7 years 50%, after 8 years 80%, after a 10-year full amount without any bonus or interest will be refunded. We suggest you continue your policy till 10 years at least.

We are sorry for not able to help you in getting your refund in urgency. Sorry for any inconvenience caused to you. For any other policy related question, you can visit our nearest store or you can contact us on our toll-free number 1800009090.

Thank You 

Yours Faithfully 

(Name of the person)


Letter to decline of refund for the wrong recharge.

Dear (Name of the customer),

This letter is for the request number 89382, we are sorry to inform you that we are unable to initiate your refund for the wrong recharge that is done by your side. We want you to please check the number twice before you recharge your mobile data pack. We are very sorry for the inconvenience that is caused to you. We also need you to know that recharge once made cannot be transferred or refunded.

For helping you we can provide you better plans with a decent discount. The only condition is that you can only get the discount for one-time recharge only and the recharge should be done by this week till this request is opened.

We also recommend you to visit our nearby store to get your recharge done. Our customer care executives are well-trained employees and they try to do their services without any mistake. It would be less risky for you if you go there. They will explain to you about the discounts on the plans with your request number.

We hope that you are satisfied with your reply. You can also call us on our toll-free number which is 1822444929 or email us at [email protected] for getting further details about your plans and to locate our nearby stores.

Our customer care helpline number is available from 9 a.m. to 6 p.m. and for getting 24/7 services, I recommend you to use our email address.

Thank You

(Name of the customer care executive)

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