A carefully crafted letter is paramount if you expect to receive a refund for a major purchase like a car. Your claim for a refund addresses the fundamental issue of customer service. If the car dealership values customer service and you have a legitimate claim to a refund, it should honour you request.
Contact the car dealership. Explain the nature of your call and obtain a contact name for the person who handles customer service issues such as refunds. Inform the dealership of your intention of claiming a refund and why. This places the business on notice so it is aware of your claim. Use tact if you sense that asking for refund could potentially turn contentious. The last thing you want to do is sink your chances of receiving a refund because of poor manners.
Use a business format to create the heading of your letter. In a business format, this is your name, street address and date at the top of the page. write this block over to the right hand side of the paper, but left-justify it. The heading should look like this:
Your name Your street address Your city and post code
Your e-mail address (if you have one)
Create the inside address, which includes the first and last name of the person to whom you are writing. Leave a blank line below the line containing the date and write the inside address on the next line over to the left side of the paper. The inside address follows the same format as your heading:
First and last name of contact person at the car dealership Their street address City and post code
Spacing is important. Ideally, there should be no more than two line spaces between the heading and inside address.
Create the salutation, which is where you address the person in the letter. The standard salutation is: "Dear Mr. (Mrs.) Full Name:" Unlike a friendly letter, make sure to use the person's first and last name in business letter, which requires a formal salutation.
Write (or type) the body of the letter. This is where you make your main point. Separate the body of the letter into three parts: the beginning, middle and end. Introduce yourself using your full name and why you are writing the letter: to ask for a refund. Do not indent, because business letters follow a block format.
Address why you deserve a refund in the middle portion of the body of the letter. This is a persuasive letter, which is professional and passionate. State the reason you believe you deserve a refund after your introduction. Simply asking for a refund without explanation will most likely fall on deaf ears. Include any pertinent information and copies of supporting documentation such as names of people you've spoken with and your sales receipt. End the body of the letter by thanking the contact person and include your phone number and best time to reach you.
Close the letter with "Yours sincerely," and sign your name at the bottom of the letter. If you typed the letter, also type your full name under your signature.
Understand the car dealership's refund policy before writing your letter. This should help you to tailor the letter to include specific points addressing a refund. Obtain the full names of any person who you've spoken with in person or over the telephone. Include the names of these individuals in your letter. Be as detailed as possible and avoid using slang or being too wordy. Your business letter should be succinct and to the point. Lastly, proofread your letter to avoid typos and grammatical errors. Consider having another person read the letter for a second opinion and a second set of eyes. A typed letter may be more effective at getting the desired results and is professional looking. You should definitely type the letter if you have poor handwriting.
You may have to make several attempts at getting a refund from the car dealership including several letters and phone calls. Don't give up after the first try. Maintain a record of dates, times and conversations with staff including their names.