How to Write a Letter to a Store Owner for a Refund

Contact a store owner if you have trouble returning an item.
Contact a store owner if you have trouble returning an item. (Image: Jupiterimages/ Images)

When you purchase an item, you expect it to work and you expect to be satisfied with the item. Generally, consumers will take steps to exchange or return items that do not work properly or satisfactorily. Make sure you understand a retailer’s return policy before you purchase something, because retailers may have return policies that limit or prohibit returns under some circumstances. Write a letter to a store owner for a refund when your return fits the retailer's return policies.

Address the letter to the store owner, by name, if possible. Learn the owner’s name by calling the company and inquiring.

Begin the letter by informing the owner of what you purchased (using the complete name of the item). Give the item or product number, the serial number, the price and the purchase date.

Give details about the problem with the item. List the reasons why you want to return the item for a refund, including specific defects you know about the product.

List the efforts you have made to resolve the problem. For example, include information about each time you have called or visited the store to resolve the problem. Include the dates and the names of store representatives who have assisted you, as well as the results of these attempts to resolve the problem.

Present your desire for a refund and ask the store owner to contact you as soon as possible with a response.

Sign your name. Beneath your name, give your contact information, including telephone numbers and email address.

Make a copy of your sales receipt and any contracts you signed that are connected to the purchase. If you have any other correspondence or records of communication with the company regarding the issue, make copies of these documents also.

Place the letter and the copies of the documents in an envelope and send it to the store owner by certified mail (with a return receipt). This will enable you to prove that the store owner received the letter.

Wait for about three weeks for a response. If you do not receive a response by the end of three weeks, send the letter to the store owner a second time and send a copy of the letter to the Better Business Bureau also. At the bottom of the second letter, include a notation about sending a copy of the letter to the Better Business Bureau.

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