Complaint Letter Generator (Refund Request)
Write a clear complaint letter or refund request email: product, order number, what went wrong, the remedy you want and a reply deadline, polite or firm.
Email subject line: Refund request: X200 coffee machine – order BH-48213
This is a template, not legal advice. Your rights depend on where you live, what you bought and how you paid; check the official consumer advice for your country before you rely on a particular remedy.
Keep a copy of what you send and of any reply. Attach copies, never originals, of receipts and photos.
A good complaint letter is calm, factual and specific: what you bought, what went wrong, what you have already tried, what you want, and by when. This generator builds that structure from your details, as an email or a printed letter, in a polite or a firm tone. It writes the subject line, works out the reply deadline date and lists the copies you are sending. It also works as a refund request letter. The wording comes from fixed templates, so you can check and edit every sentence.
How to use this tool
- Enter your name, the company, the product or service and any order number, date and price.
- Describe what went wrong in your own words, plus any contact so far.
- Choose what you want (refund, replacement, repair, credit or an apology) and how many days they have to reply.
- Pick email or printed letter, polite or firm, and copy the result.
Formula
Reply deadline = date of the letter + days to reply
The letter follows facts → problem → contact so far → effect on you → request → deadline → copies attached. The firm tone says you will consider taking the matter further, for example through the company’s complaints procedure, your card provider or a consumer body. The UK style uses “Dear Sir or Madam” with “Yours faithfully” when no name is given, and “Yours sincerely” with a name.
Example
Alex bought an X200 coffee machine for $129.99 on October 12, 2026 (order BH-48213). A polite email dated November 9, 2026 with 14 days to reply asks for a full refund by Monday, November 23, 2026, lists the receipt and photos, and gets the subject line “Refund request: X200 coffee machine – order BH-48213”.
Frequently asked questions
What should a complaint letter include?
The product or service, the date and order number, a short factual description of the problem, what you have done so far, the remedy you want and a reasonable deadline. Attach copies of receipts and photos, never the originals.
How long should I give a company to reply?
Fourteen days is common for a first letter; seven days can suit a follow-up. Some companies and regulators set their own response times for formal complaints, so check the company’s complaints policy.
Does this tell me what I am legally entitled to?
No. Consumer rights differ by country, product and payment method. The letter asks for the remedy you choose; check official consumer advice where you live before relying on a particular right.
This letter is a template for general information, not legal advice. Consumer rights depend on where you live, what you bought and how you paid, so check official consumer guidance or a qualified adviser before you rely on a particular remedy. You use it at your own risk. How we check our calculators · Full disclaimer
Last updated:
Page address with these inputs: https://kakao.mobile/tools/complaint-letter-generator/
Cite or embed this tool
kakaoCalc. (2026, November 8). Complaint Letter Generator (Refund Request). https://kakao.mobile/tools/complaint-letter-generator/
“Complaint Letter Generator (Refund Request).” kakaoCalc, 8 Nov. 2026, kakao.mobile/tools/complaint-letter-generator/.
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