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Refund Request Email Template

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🌍 Foreign Residents in Korea Series

Step-by-step guides for foreigners living in Korea — from address registration and visa to banking, taxes, and digital certificates.

A kind, clear email really can turn a refund request into a smooth reply.

Refund Request Email Template

In short

Writing a refund request email is easy if you’re polite, specific, and include proof of purchase. This guide gives you ready-to-use templates and key phrases to speed up your refund process.

How to Write a Refund Request Email

A refund request email should be polite, concise, and supported with transaction details. Include:

  • Subject line: Clear and short, e.g., “Refund Request for Order #12345”.
  • Introduction: Mention your name, purchase date, and order details.
  • Reason: Explain briefly why you’re requesting a refund (e.g., defective product, mistaken charge).
  • Proof: Attach a receipt, screenshot, or payment confirmation.
  • Request: Ask clearly for a refund and specify how you’d like it processed.
  • Polite closing: Thank them for their time and assistance.
💡 Tip Always use the same email address that you used for the original purchase to help them locate your order faster.

Basic Refund Request Template

Subject: Refund Request for Order #[Order Number]

Dear [Customer Service / Support Team],

I hope you’re doing well. I would like to request a refund for my recent purchase made on [date]. The order number is [order number], and the total amount charged was [amount].

The reason for my request is [brief explanation—e.g., the product did not meet the description / I was charged after cancellation]. I’ve attached a copy of the invoice and payment confirmation for your reference.

Please let me know if any additional details are needed. I would appreciate your confirmation of the refund process and expected timeline.

Thank you for your assistance.
Best regards,
[Your Full Name]
[Email Address / Phone (optional)]

Product Purchase Example

Subject: Requesting Refund for Defective Product (Order #98765)

Dear [Store Name] Support,

I purchased a [product name] from your online store on [date]. Unfortunately, the item arrived with [issue — e.g., physical damage / not functioning as described].

Please let me know how I can return the product and receive a full refund. I’ve attached photos of the item and my receipt for your review.

Thank you for your help.
Sincerely,
[Your Name]

Subscription or App Refund Example

Subject: Refund Request for Accidental Renewal – [Service Name]

Hello [Support Team],

I noticed that my [Service Name] subscription renewed automatically on [date]. I intended to cancel before renewal, but the charge of [amount] was processed.

Could you please process a refund for this payment? I have not used the service since renewal. My account is registered under [email/username].

Looking forward to your confirmation.
Kind regards,
[Your Full Name]

Tips for a Quick Response

  • Attach proof (invoice, screenshot, or payment ID).
  • Keep your tone calm and factual; avoid emotional or lengthy complaints.
  • Include your payment method and last 4 digits (if safe to share).
  • Check refund policies—mention you’ve reviewed their terms.
  • Send the email within the refund window (often 7–30 days after purchase).

Frequently Asked Questions

  1. Q. What if I don’t get a reply?
    A. Wait 3–5 business days, then follow up politely in the same email thread. If no response, contact through their website or social media support handle.
  2. Q. Can I ask for a refund after the official policy window?
    A. You can still write courteously, explain the situation, and ask if an exception is possible—companies sometimes approve goodwill refunds.
  3. Q. Should I call instead of emailing?
    A. For urgent refunds (like duplicate charges), calling may help. Still send an email afterward to have a written record.

Notes

Note. Always stay polite even if the refund policy seems strict. Professional tone increases the chance of approval or at least partial compensation.

Explore the Series

More step-by-step guides for foreigners in Korea. Browse them on the hub, or jump directly below.

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