Before You Start
- Send via certified mail with return receipt requested - this proves delivery
- Find the company's legal/registered agent address (search your state's Secretary of State website)
- Keep copies of everything including the certified mail receipt
- Replace [STATE] with your state's consumer protection law
Template
[YOUR NAME]
[YOUR ADDRESS]
[CITY, STATE ZIP]
[YOUR EMAIL]
[YOUR PHONE]
[DATE]
VIA CERTIFIED MAIL, RETURN RECEIPT REQUESTED
[COMPANY LEGAL NAME]
[COMPANY ADDRESS]
[CITY, STATE ZIP]
RE: FORMAL DEMAND FOR REFUND
Account Number: [ACCOUNT NUMBER]
Amount Demanded: $[TOTAL AMOUNT]
Dear [COMPANY NAME]:
This letter constitutes a formal demand for the immediate refund of $[AMOUNT] in unauthorized charges made to my account.
STATEMENT OF FACTS:
1. On [DATE], I [DESCRIBE CANCELLATION OR DISPUTE ORIGIN].
2. Despite [CANCELLATION/MY OBJECTION], your company has continued to charge my [CREDIT CARD/BANK ACCOUNT] as follows:
[DATE]: $[AMOUNT]
[DATE]: $[AMOUNT]
[DATE]: $[AMOUNT]
TOTAL: $[TOTAL]
3. I have attempted to resolve this matter through the following channels:
- [DATE]: [DESCRIPTION OF CONTACT ATTEMPT]
- [DATE]: [DESCRIPTION OF CONTACT ATTEMPT]
LEGAL BASIS:
These charges constitute violations of:
- The Electronic Fund Transfer Act (15 U.S.C. § 1693), which prohibits unauthorized electronic fund transfers
- [STATE] Consumer Protection Act, which prohibits unfair and deceptive trade practices
- Federal Trade Commission Act Section 5, which prohibits unfair or deceptive acts or practices
DEMAND:
I hereby demand:
1. A complete refund of $[AMOUNT] within fourteen (14) calendar days
2. Written confirmation that my account is closed and no further charges will be made
3. Removal of any negative information reported to credit bureaus regarding this matter
NOTICE OF INTENT:
If this matter is not resolved within fourteen (14) days of your receipt of this letter, I will pursue all available legal remedies, including but not limited to:
- Filing complaints with the Federal Trade Commission and [STATE] Attorney General
- Initiating arbitration proceedings under the terms of your membership agreement
- Filing suit in small claims court for the disputed amount plus applicable damages
Time is of the essence. This letter is sent without prejudice to my legal rights.
Sincerely,
________________________
[YOUR SIGNATURE]
[YOUR PRINTED NAME]
Enclosures:
- Copies of disputed charges
- Copy of cancellation confirmation (if available)
- Copies of prior correspondence
cc: [STATE] Attorney General Consumer Protection Division
Federal Trade Commission
Next Steps
- Wait 14 days after they receive the letter (track via certified mail receipt)
- If no response, file FTC and State AG complaints
- Consider small claims court or arbitration for larger amounts
Tips for Success
- Certified mail is essential. Without proof of delivery, they can claim they never received it.
- CC the regulators. Companies take letters more seriously when regulators are copied.
- Keep it factual. Legal documents should be precise and unemotional.