Refund Money to Customer Letter: 4 Templates (Free)

As we buy or order the products online, there are times when we discover that the product is defective and we return the products to the online shopping website or any offline store.

It is then the company takes the initiative to process the payment and refund it back to the customer by giving all the necessary details for the transactions that had happened. You can take help from the sample letters below to write down.

Letter Template: 1

Sample Letter of Refund Money to Customer

Respected Sir/Madam,

As I am [your name] working in the position of [customer service agent] for last [time span] years in the company of [company name],

It is very important to state the fact that I have received the detail regarding the transactions through mail on [date. As per the information in the mail, you have stated that you had made a purchase order on [order date] and on the same day, you had cancelled the order.

I do have the canceled order number which is [cancelled order number] for the product number which is [product number]. You have also mentioned the fact that you have received a damaged product. We have checked the product that has been sent by you. It is completely damaged.  We are really sorry for this. I assure you on behalf of [name of company] that it will not happen next time. 

We also state the fact that you will be receiving the amount of $ [amount] within 24 hours from today. We have the information of your bank account and its branch details.  

You have been our regular customer and we would like to let you that in the next season you will be receiving a  discount of [ percent] % for buying any product with the price above $[ amount]. Further, in the coming time, you will be receiving more offers during the seasons of Autumn, Christmas and New Year. 

Further to remind you about the fact that we have also done the refund in the past in concern with different products. You can contact us any time of the day through [ contact number ] or [ email id ] and we will definitely do the needful.

To summarize further regarding the order details, we have already send the details for refunding the money back to your account. It wiil be processed within 24 hours. 

Thanking You,

Yours Sincerely

[ name of person]

[ date]

Sample Letter Of Refund Money To Customer

Letter Template: 2

Sample Letter of Refund Money to Customer

Respected Sir/Madam,

This is to let you that you Mr./Ms./Mrs. [ your name ] had taken admission in [ name of institute ]  on [ mention date ] and you had paid an amount of $[ amount] for the first semester.

You wanted to study [ subject name] in our institute which is affiliated to the university of [ university name] 

But then you had written a letter to request for the refund of the amount through the official letter. 

Considering the fact that you are suffering from jaundice and so you will not be able to go ahead further with the semester studies, so , I have taken the decision to refund the amount of $[ amount ] within this 

week. Possibly it will be on [ mention date]. I would like to let you know that I have furnished the details to the higher department that is led by [ principal name].

[ principal name ] will take a decision regarding the processing of the refund amount. He/She will be calling you back within tomorrow to understand your issue. I have received the medical details also along with this letter.  

As per the refund policies of the company, a student is given full amount within the week. You have submitted the request for the refund application little late. However, I would like to assure you that the Principal will surely take the decision to refund the amount within few days. You will be refunded within few days. 

It is because you are sick and so on sympathetic grounds, you will be refunded. 

You have also assured the fact that you will study further in the future after the recovery from jaundice.

We will definitely consider it. You are most welcome. We would prefer to have you as a student of our institute. Checking the fact that you have been meritorious from the very beginning, we will definitely absorb you in the institute.

You can also contact me on [ contact number ] or send me an email to [ email id ].

Thanking You,

Yours Sincerely,

[ name of person]

[ date]

Sample Letter Of Refund Money To Customer

Letter Template: 3

Sample Letter of Refund Money to Customer

Dear Sir/Madam,

This is very important to notify you about the fact that you will be receiving the amount of refund within a day or two . I can understand the situation you are going through right now.   I am [ your name ], I am working in [ company name] for the last [ time span ] years. 

I have gone through your letter entirely from the beginning till the end and I would like to let you that you will be refunded immediately surely. You do not have to worry. As a matter of fact, you have been our regular customer for last [ time span] years.

As per the refund policies stated in the company’s profile, the customer will receive a refund within 30 days. You are still under the money-back guarantee. You will receive the money within next seven days in to your bank account. Your bank account number is [ account number] and to confirm further your bank name is [ name of bank]. 

You have sent all the details regarding the monetary transactions. As per the conditions of refund policies, we have received a product that is defective. 

We are aware of the fact that you are our regular customer and so it is necessary to inform you that you will receive the amount of $ [ amount ] on time.  

[ name of company ] is always there to assist you in every respect. You can buy anything from our company with the discount offers. You will get different seasonal discount offers for every product. 

You can further contact us on [ contact number ] or you can send any email at [ email id] for further issues. The customer service department will be always there to assist you in every respect. We are looking forward for better business relations with you in the coming days.

Wish you Best of luck!

Thanking You,

Yours Sincerely,

[ name of person]

[ date]

Sample Letter Of Refund Money To Customer

Letter Template: 4

Sample Letter of Refund Money to Customer

Respected Sir/Madam,

I [ your name] work in [ company name ] as a customer service agent for last [ time span] years and I have received the official letter regarding the product that you have returned through the courier. To confirm the courier number of the product is [ courier no. ] and the product is [ product name]. 

The mail that you have sent on [ mention date] related to the refund for the product clearly states that you are not satisfied with the performance of [ name of product]. It is making a scratching sound in the product. I would like to state that there might be electrical fault in the product.

I would like to inform you that I have forwarded the whole details to the higher authority and as a matter of fact the service department has verified the fault in the product.

It is indeed not working properly. Since you have requested the refund of the amount of $[ amount ], it will be refunded back to you within a few days into your bank account. 

As you have clearly stated the bank details, the bank account number is  [ account number] and the bank name is [ name of the bank].

The accounts department will look into the issue of refunding the product within few days.

You will be refunded exactly around $ [ amount] within few days.

I can understand the fact that you have really faced a lot of troubles regarding the product that you have got with you.[ name of company ] is really apologetic regarding your problem. 

We are really thankful to you as you have been a regular customer with us. 

We will surely address to your issues further you face in the coming days regarding any other transaction you do.

The customer service department is ready to be at your service.

Please let us know further through [ email id ] or [ contact number ].

Thanking You,

Yours Sincerely,

[ name of person]

[ date]

Sample Letter Of Refund Money To Customer

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