Sample Letter Denying Request for Refund

Below are the letters and email templates to deny refund requests by customers, clients, businesses, online purchasers, etc. Sample letters denying the request for refund are available below. We provide templates. Please let us know in the comments if you need any kind of templates for your needs.

[Your Company/Agency Logo]

[DATE]

DENIAL OF REQUEST FOR REFUND

Dear [Customer’s Name],

Thank you for reaching out to us regarding your request for a refund. We understand your concerns, but after careful review, we regret to inform you that we are unable to process a refund for the following reasons:

1. Exceeded Refund Period: Our refund policy clearly states that refunds are only eligible within [number of days] days from the date of purchase. Unfortunately, your request falls outside this timeframe.
2. Service Utilization: As per our records, you have already utilized [details of services used]. Since the services were provided as per our agreement, a refund cannot be granted.

[Your Company/Agency Logo]

[DATE]

DENIAL OF REQUEST FOR REFUND

Dear [Customer’s Name],

We acknowledge receipt of your refund request and appreciate your prompt communication. However, we must regretfully decline your request due to the following reasons:

1. Non-Refundable Product/Service: The product/service you purchased falls under our non-refundable category as per our terms and conditions, which were agreed upon at the time of purchase.

[Your Company/Agency Logo]

[DATE]

DENIAL OF REQUEST FOR REFUND

Dear [Customer’s Name],

We have carefully reviewed your request for a refund and sincerely apologize for any inconvenience you may have experienced. Regrettably, we are unable to proceed with your refund request due to the following reason:

1. Product/Service Defect Resolution: We understand that you encountered an issue with our product/service. We assure you that our team is dedicated to resolving the matter to your satisfaction, and we encourage you to allow us the opportunity to address your concerns instead of issuing a refund.

[Your Company/Agency Logo]

[DATE]

DENIAL OF REQUEST FOR REFUND

Dear [Customer’s Name],

Thank you for bringing your refund request to our attention. We have carefully reviewed your case, but we regret to inform you that we are unable to process a refund due to the following reason:

1. Failure to Meet Refund Requirements: Your request does not meet the criteria outlined in our refund policy. Unfortunately, we cannot make an exception in this case.

[Your Company/Agency Logo]

[DATE]

DENIAL OF REQUEST FOR REFUND

Dear [Customer’s Name],

We appreciate your recent correspondence regarding your refund request. After a thorough review of your case, we must decline your request due to the following reason:

1. Refund Already Processed: Our records indicate that a refund for your purchase was already processed on [refund date]. Kindly verify your account details for confirmation.

We understand that refund denials can be disappointing, and we value your understanding in this matter. If you have any further questions or concerns, please don’t hesitate to contact our customer support team.

Sincerely,

[Your Name] [Your Title/Position] [Your Contact Information]