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Contractor refund request letter template (free)

Updated October 1, 2026 · US educational guide · Published by I Need It Back. How we write and check guides

Short answer: A refund request letter records what you agreed, what you paid, what happened and the response you are asking for, in factual language. Copy the template below, replace the bracketed parts, keep a copy and proof of how you sent it. A letter does not guarantee a reply or refund and does not pause any bank or card deadlines.

A written request can put your side of the story in one place and give the business a clear chance to respond. This is a general template, not legal advice. Notice requirements and delivery methods vary by state, contract and payment method, so check what applies to you before relying on it.

Before you send

  • Check payment deadlines first. A letter to the contractor does not pause a card, bank or platform dispute window. If you paid by card, see credit card disputes for services not delivered; if you used Zelle, see paid by Zelle and they vanished.
  • Re-read your contract or messages so the facts you state match your records.
  • Decide what you are asking for: a full refund, a partial refund, or completion of the work.
  • Pick a reply-by date that seems reasonable. It is your request, not necessarily a legal deadline.

The template

Copy it, replace everything in [brackets], and delete lines that don't apply.

[Your name] [Your address] [Your email] · [Your phone] [Date] [Contractor or business name] [Their address or email] Re: Request for refund of [$amount] Dear [Name], I am writing about what we agreed: [one or two sentences describing the work and the agreement]. [Our agreement is set out in writing. / The terms of our agreement are recorded in our written messages.] On [payment date], I paid you [$amount] by [payment method]. [A short, factual account: what was promised, when it was due, what happened, and the dates you tried to reach them.] [One sentence on where things stand, for example: To date, the work I paid for has not been provided.] I am asking for a refund of [$amount]. Please send the refund, or reply in writing with a date by which you will send it, no later than [reply-by date]. If this is not resolved, I may consider the other options available to me, such as [contacting my card issuer or bank / filing a complaint with the state licensing board or consumer protection office]. I would prefer to resolve this directly with you. You can reach me at [email or phone]. Sincerely, [Your name] Enclosures: [copy of contract or quote, receipt, relevant messages]

How to fill it in

  1. Describe the agreement in your own words. Say what work or goods were agreed and the price, without characterizing the contractor.
  2. Stick to facts and dates. Avoid insults, guesses about motives, accusations of crimes and threats. They rarely help and can make a letter harder to rely on later.
  3. State one clear request. A refund amount or a completion date, plus when you need a reply.
  4. Keep it short. One page is usually enough; put supporting detail in the enclosures.

Sending it and keeping proof

  • Check your contract for how notices must be sent. Where nothing is specified, a trackable method such as certified mail or email with a read record can help you show when it was sent.
  • Keep a copy of the letter, the enclosures and the proof of sending.
  • Write down the date you sent it and the reply-by date, and note any response.

A fictional example

Re: Request for refund of $4,900 Dear Northside Renovations, I am writing about what we agreed: a bathroom remodel for a total price of $9,800, with a $4,900 deposit due at signing. Our agreement is set out in writing. On March 2, 2026, I paid you $4,900 by credit card. Work was scheduled to start on March 16. Between March 16 and April 3, I sent four messages and left two voicemails asking for a start date. I have not received a reply and no work has begun. I am asking for a refund of $4,900. Please send the refund, or reply in writing with a date by which you will send it, no later than April 20, 2026. If this is not resolved, I may consider the other options available to me, such as disputing the charge with my card issuer and filing a complaint with the state licensing board. I would prefer to resolve this directly with you. Sincerely, Alex Rivera

The names, amounts and dates above are made up for illustration.

What a letter can and can't do

A letter can document your request and sometimes prompts a response. It cannot compel a refund, decide whether you are owed money, or extend a deadline with your bank, card issuer or a court. If the business doesn't respond, the next steps depend on how you paid and where you live; our guide on what to do after a contractor takes a deposit walks through the options to check.

If you want help preparing one

The template above is free to use as it is. If you'd rather answer a few questions and get a draft filled in from your details, with an evidence checklist and a dated timeline, the optional letter pack does that. It prepares materials for you to review, edit and send yourself. See the fictional example pack to compare before deciding.