Response to a client refund request

Acknowledge and identify the dispute

Select wording that matches verified facts. Do not promise a refund that has not been authorized or reject one solely because funds were spent. This correspondence is not a substitute for any required statutory response.

Date project and contract

Client and contractor legal names

Refund request received date and method

Requested amount and stated grounds

Verified receipts prior refunds and reversals

Contact and response target

Dear [recipient],

We acknowledge your request dated [date] for a refund of [amount] concerning [project]. Our records show [cleared receipts], [refunds already paid] and [posted reversals], leaving [net cash held]. Please let us know if your records differ and provide the relevant transaction references.

We are reviewing [specific contract or cancellation issue]. Proposed charges, if any, are itemized with evidence in [attachment]; disputed or unverified items are identified separately. We do not treat the deposit label or our expenditure alone as deciding the outcome.

Explain the authorized next step

Account attachment and version

Items agreed and items unresolved

Reviewer and verified response obligation

Authorized refund or further information needed

Payment method to verify securely

Sender name role signature and date

Use only the applicable option: [A: A refund of amount has been authorized on the recorded basis and will be processed by confirmed date.] [B: The following specific records or legal questions remain unresolved: list; responsible person and next update.] Do not use an internal target to extend a mandatory obligation.

• The proposed amount accounts for refunds and chargebacks once.
• No unreviewed penalty or blanket forfeiture is asserted.
• Any partial payment is described accurately without an implied full release.
• Sent version and delivery evidence are retained.

Actual dispatch and receipt evidence

Client response and next action

Before you act: this document is general information prepared by ArtBuild to help you organise facts and paperwork. It is not legal advice and has not been reviewed by a lawyer for your situation. Rules differ by province and territory and change over time. Check the official source for your project, and for deadlines, liens, court or insolvency steps, speak with a lawyer licensed where the project is located.