Address Damaged Merchandise If a customer wants a cash refund on a product he clearly abused or damaged, reiterate company policy on return of damaged goods as it applies to the situation.
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. Close the letter with your formal business signature block, including your hand-written signature.
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. You should have a company policy in place that dictates how and when cash refunds are given, and for what purpose.
For example, you could write: You know your business best. Set a formal and professional tone early in the conversation. These letters can open the door to a verbal disagreement about who was at fault it was etc.
References 2 Purdue Online Writing Lab: If you have a particularly awesome return policy, advertise it proudly on your homepage. Use firm but courteous language.
The warranty may give you some indication as to what the company will do. Be upfront about all of the conditions and set expectations.
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Try to keep things positive and geared at resolution and not be combative. Evaluate her request carefully to determine whether it is reasonable. This applies across their entire lifecycle, from browsing to checkout, shipping to returns.
References 2 Purdue Online Writing Lab: Either way, a request letter must be sent early enough to give the recipient ample time to process and respond to the request. Proofread your letter carefully.
Be tactful, but directly state the reasons for the denial.
This way many customers will not be upset with you personally. You could offer a one month promotion with free returns and see how it goes.
Try to keep things positive and geared at resolution and not be combative. Return periods are particularly troublesome during the holidays. Open with a formal salutation such as "Dear Ms.
Dinovite offers a return policy very unique to their product. Review your tone carefully, and watch for condescending or sarcastic words in your writing that could be offensive and ruin any chance of future business with this customer or any people she shares the letter with.
Attachment 1 Sample of Letter to Customer Explaining Refund Dear Customer: Enclosed with this letter you will find a refund check from Minnesota Energy Resources. No one should need legal assistance to understand your return and refund policy. As best practice, ask yourself if you’d be comfortable or willing to go through your own refund procedure if you had a serious issue with a product or a legitimate reason why you needed an exchange.
Attachment 1 Sample of Letter to Customer Explaining Refund Dear Customer: Enclosed with this letter you will find a refund check from Minnesota Energy Resources.
On occasion, your small business might find itself having to decline a cash refund to a customer who believes he is owed one. The approach you take in writing a rejection letter could mean the difference between losing a customer or keeping one.
Jun 27, · 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.
Many time students wonder how to write a refund letter to college, or people may need sample letter for refund of money from bank. In such scenario use following tips to write a letter for requesting a refund or take help of our samples.How to write a no refund letter