A Sample Letter for Out-of-Warranty Refund/Replacement Request your request is that doing so would not be fair to all of our customers who.
Use this sample to draft a complaint about a product or service.
Want help resolving a consumer problem? Check out these tips and strategies.
[Your City, State, Zip Code]
[Name of Contact Person]
[City, State, Zip Code]
Dear [Contact Person]:
On [date], I bought [or had repaired] a [name of the product with the serial or model number or service performed]. I made this purchase at [location, date, and other important details of the transaction].
Unfortunately, your product has not performed well [or the service was inadequate] because [state the problem].
To resolve the problem, I would appreciate your [state the specific action you want]. Enclosed are copies [copies, not originals] of my records [receipts, guarantees, warranties, cancelled checks, contracts, model and serial numbers, and any other documents] concerning this purchase/repair.
I look forward to your reply and a resolution to my problem. I will wait [set a time limit] before seeking third-party assistance. Please contact me at the above address or by phone [home or office numbers with area codes].
Acknowledgement of Customer Praise of Employee Apology for Delay of Refund · Apology for Delayed Cover Letter in Response to Catalog Request.
City, State, Zip
Return Receipt Requested
ATTENTION: Rebate Processing Department
City, State, Zip
RE: Failure To Receive Rebate by Offer Date
To Whom It May Concern:
I purchased a (product details), on (date) at (store) in (city and state). My decision to purchase this product was based upon your offer of a mail-in rebate of $_____ ("offer"). My purchase of the product constituted my acceptance ("acceptance") of your offer, creating a binding and enforceable contract between us.
I have performed my obligations under the contract. I paid the full purchase price and then proceeded to fill in the rebate form provided by you. I included all information requested to process my rebate, but to date I have not received a check in the amount of $____.
I respectfully request you process payment and mail it to me at the address indicated within 30 days. I have re-attached all information originally sent for your convenience.
If I do not receive payment in full by (date 30 days from mailing), I will begin legal proceedings against you and will file complaint reports with the Federal Trade Commission, the Attorneys General of the states of (your state) and (the company's state), as well as selected consumer advocacy publications and local and state consumer affairs departments.
I am sending copies of this letter to these agencies and organizations to encourage your compliance. I am also filing a report with ConsumerAffairs.com for inclusion on their Web site.
Thank you for your prompt attention and resolution of this matter.
(Your name typed)
Federal Trade Commission
6th & Pennsylvania Avenue, NW
Washington, DC 20580
Hon. (name of Attorney General)
Attorney General, State of (state)
Hon. (name of Attorney General)
Attorney General, State of (state)
11400 West Olympic Boulevard, Suite 200
Los Angeles, CA 90064
Be sure to keep a copy of your demand letter. If the company does not respond, you will want to send the entire file, including the demand letter, to the FTC and the other agencies.
You can find state Attorneys General and other consumer protection officials in our Consumer Protection Directory.
Sometimes, things occur which are not only vexing, but cause us great difficulty, whether in business transactions or purchasing consumer goods and services. There are just times when we have had poor service from a company and need to express our concerns, get a refund or a replacement. To help move the issue along, and resolve it in good faith, one often must compose a complaint letter. In order to create a good quality letter, one that will get you the response that you need, we’ve compiled a small guide with an example, to get you started.
Complaint letters are the perfect way to work to resolve the issue. It is a document that you can send certified mail, and have a record of it being sent. This letter may also help you in legal matters, if the occasion should arise. When writing a complaint letter, you want it to be taken seriously so you obtain a favorable result. You want it to resolve the issue. Below are a few important considerations to follow when writing your letter.
Be direct and to the point. Include a detailed account of what occurred during the purchase of the item or service. Include dates, places and the names of anyone you spoke with.
After stating the incident, it’s time to state what you wish to have done about it. Do you want a replacement? Do you want your money back?
Keep the tone very professional and positive, and by all means do not compose this letter while you are still angry. Wait until you have a clear head. Anger, sarcasm and threats to sue will most likely put your letter on the back burner.
Depending on the transaction, make sure you make copies of all relevant documents for yourself, and to attach to the letter. These may include receipts, warranties, emails, or any other written document.
Remember, if they can’t get a hold of you, it’s all null and void. So be certain to include all of your most recent contact information.
Again, for your records, you want to send it certified mail. Make sure you get a signed receipt to keep for your records.
555 W. Whipple St.
Alden, CA 55555
March 6, 2018
555 E. Chandler St.
Alden, CA 55555
Re: Purchase of spoiled goods
Dear Mr. Wilson:
This letter is to notify you concerning the purchase of spoiled goods on March 4, 2018.
I was assured the goods would be fresh upon arrival. Instead they were delivered spoiled. I am enclosing a photo as well as the delivery receipt.
I would like you to look into this matter, and either refund my purchase, or send out another supply.
Thank you for your kind attention to the above matter. Please feel free to contact me at any time: 555-5555; [email protected]
Enclosures: Photo and receipt
Every complaint letter will be unique, depending on the type of transaction involved. But if you remember to include every name, date, detail, and back it up with the necessary documents, then your complaint letter has a better chance of leading to a resolution. Remember to keep the tone professional, non-threatening, and to the point. Send your letter certified so you receive a return signature, this you keep in your records as proof you sent the letter. A well written, and thoughtfully composed complaint letter is a good first step to get any issues resolved in a professional manner.
[These are sample Request Letter to Cancel and refund Flight Ticket. You can follow these sample letter to manager or customer care officer, airline.
No small-business owner likes to have an unhappy customer, but it is not always possible to resolve problems in the customer's favor. If a client requests a refund for money spent on your product or service, you need to review all available information and determine whether the circumstances warrant a refund. If you decide not to issue a refund, let the customer know promptly by sending her a polite but firm refusal letter, concisely explaining your reasons for declining the refund request.
Use company letterhead and follow standard business letter format when writing your letter. Include the date and the full name and address of the customer, as well as a concise subject line – "Subject: Your refund request of May 10," for example. Open with a formal salutation such as "Dear Ms. Smith:" to set the tone.
Use firm but courteous language. In your first few sentences, acknowledge the refund request and briefly explain the steps you took to research the circumstances and arrive at your decision. Strengthen your case with phrases such as, "I have personally looked into the situation surrounding your request" or, "I spoke with our manager after we reviewed the terms of your contract.".
Express polite regret, but state clearly that you are declining the request and provide the reason in your main paragraph. Cite a specific company policy to justify your decision whenever possible.
If a customer is requesting a refund for a recently purchased watch, your letter might read:
"We're sorry you are unhappy with your new watch, but we have decided not to issue a refund. The manufacturer's policy clearly states that the watch is not waterproof and should not be worn underwater. You indicated you wore the watch while swimming, which invalidates the warranty."
In other cases, you might explain your decision by pointing out that the company's guaranteed refund period has expired, or by reminding the customer that the item was sold under a contract stating "as is condition – no refunds or returns."
Include a brief statement in your closing paragraph that you appreciate the customer's patronage. If you fear alienating a long-term or valued customer, consider offering something of lesser value instead of a refund.
Consider a phrase such as:
"While we are unable to provide a refund at this time, we value your business and would like to offer you a discount of 15 percent on your next purchase."
Another option would be to offer a credit that could be used on a future purchase. This consolation may soften the blow of the refund refusal. Close the letter with your formal business signature block, including your hand-written signature.
Proofread your letter carefully. Correct any typographical or grammar mistakes, print a clean copy and re-sign. For a particularly valued customer, or in the case of a sizable refund request, consider having another owner or senior manager review your letter before sending it.
As a national security analyst for the U.S. government, Molly Thompson wrote extensively for classified USG publications. Thompson established and runs a strategic analysis company, is a professional genealogist and participates in numerous community organizations.Thompson holds degrees from Wellesley and Georgetown in psychology, political science and international relations.
There are two critical points to American exporters claiming a tax rebate in wishes to claim rebate has only to address a typewritten request in letter form to the.