Request a refund or reimbursement. Sample letter


  1. While requesting a reimbursement, your tone should be fair and courteous so that your reader won't doubt your honesty. Then he/she won't raise questions on your request. Attach the relevant documents as well.
  2. State your reason for requesting the refund. Explain your situation in detail.
  3. Then request the reimbursement.
  4. Send the relevant receipts or documents and ask the reader to take a look at them.
  5. Tell the reader when or how you want to receive the refund. Then end the letter on a thank you note.


[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-

Dear [Recipients Name],

Although I am very excited about the upcoming convention, I, unfortunately, will not be able to attend due to circumstances beyond my control. For this, I would like to request a refund of the registration fee that I paid. I understand that according to the terms and conditions, only 75% will be returned to me as the deadline for any changes has already passed. I have attached the invoice I received upon registration.

Please send the check for the refund to my company's office address at 3391 Cazador St, Los Angeles CA 90065. Thank you very much.


[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -