Refund Follow-up — Email Draft Format

Plain, dated, evidence-led. Replace every [BRACKET] with your own value. Do not exaggerate or threaten — keep the trail clean.

Subject line

Refund follow-up — Order [ORDER ID] — pending since [DATE]

To / CC

To: the customer-support / care email of the seller
CC: the grievance-officer email (Indian e-commerce sellers are required to publish one)
BCC: a personal copy to your own backup email

Body

Dear [Team / Name],

I am writing to follow up on the refund for order [ORDER ID], placed on [DATE] for [ITEM / SERVICE], amount INR [AMOUNT].

The refund was promised on [DATE OF PROMISE] with a stated turnaround of [N] working days. As of today, [TODAY'S DATE], the amount has not been credited to my account. The original payment reference is [UTR / TXN ID].

Earlier references on this matter:
· Ticket / complaint ID — [ID]
· Last response received on — [DATE]
· Channel of last response — [email / chat / call]

Could you please confirm in this email thread:
1. The current status of the refund.
2. The expected credit date.
3. The escalation contact if the date is not met.

I have attached the invoice, payment proof and earlier communication for your reference. I would prefer to keep correspondence in writing.

Thank you,
[YOUR NAME]
[REGISTERED MOBILE] · [REGISTERED EMAIL]

Attach

Invoice / order confirmation
Payment proof — bank statement entry, UPI reference, or card slip
Earlier email chain or chat screenshot
Refund-promise screenshot, if any

If no response in 7 working days

Resend the same email with "Reminder 1 — [date]" on top.
Lodge a complaint at the National Consumer Helpline (1915 / consumerhelpline.gov.in). Quote the email thread.
If the seller is on a sectoral regulator (BSE / SEBI / TRAI / IRDAI / RBI Ombudsman), use their grievance portal as well.

Information only. This is a sample format for personal use. It is not legal correspondence and does not guarantee a refund.