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Refund Request Form Template

Streamline Your Customer Refund Process with This Template

Handling refund requests can be frustrating, especially when you want to keep customers satisfied. This refund request form template is perfect for businesses looking to simplify the process and ensure clarity for customers seeking refunds. With easy-to-use fields, it helps you gather essential information like customer details, purchase date, and reasons for the request, improve communication, reduce processing time, and enhance customer satisfaction-all while maintaining WCAG-aligned accessibility standards. Try the live template to see how it works for you.

Use this Template (FREE) Live Preview
Full name
Email address
Order number or reference
Product or service name
Date of purchase
Where was the purchase made?
Company website
Mobile app
Physical store
Third-party marketplace
Phone order
Other or not sure
Refund amount requested (enter currency and amount)
Payment method used
Credit or debit card
PayPal
Bank transfer
Cash
Gift card or store credit
Buy now, pay later
Other or not sure
Primary reason for refund
Please Specify:
Describe what happened
Have you contacted customer support about this issue?
Yes
No
Preferred resolution
Refund to original payment method
Store credit
Replacement item
Exchange for a different item
Repair or service
Cancel subscription and refund
Other
Please Specify:
Are you able to return the item if required?
Yes
No
I have read and accept the refund policy
Yes
No
Type your full name as authorization
Date
I confirm the information provided is true and accurate
Yes
No
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Paper art illustration related to refund request form template and FormCreatorAI services

When to use this form

Use this form when a customer wants money back for a purchase, fee, or deposit. It fits online orders that arrived damaged, subscriptions canceled inside your policy window, duplicate charges, or services that did not happen. Support teams get the details they need in one submission, and finance gets a clean audit trail to review and approve. For hospitality cases, link refunds to the Hotel deposit refund form to handle advance payments. When a buyer paid with a money order, point them to the Money order refund request form to track the instrument. Clear, structured fields help you confirm eligibility, set expectations, and speed up payouts.

Must Ask Refund Request Questions

  1. What is your order number or invoice ID?

    It lets you pull up the exact transaction, items, and payment in seconds. Accurate IDs reduce manual lookups and prevent mistakes when issuing credits.

  2. When did you purchase and what payment method did you use?

    The purchase date checks policy windows and card network timelines. Knowing the method helps you route funds correctly and estimate processing time.

  3. Why are you requesting a refund?

    A clear reason (damaged, late, wrong item, service issue, or cancellation) triggers the right workflow and documentation. If the order was on a marketplace, you can start the return from the Amazon order return form.

  4. Have you shipped a return, and if so, what is the tracking or RMA number?

    Return proof confirms the item is in transit or received, which speeds approval. If you need an authorization, capture or issue it through the RMA Form.

  5. How should we send your money back, and to which account or card?

    Collecting the destination once avoids back-and-forth and failed payouts. It also ensures compliance by returning funds to the original source when required.

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