Document text
Date: [MONTH DD, YYYY]
Sent via [AIRLINE REFUND FORM / E-MAIL TO CUSTOMER RELATIONS / CERTIFIED MAIL]
To:
[AIRLINE NAME] — Customer Relations / Refunds
[ADDRESS OR E-MAIL FROM THE AIRLINE'S WEBSITE]
From:
[YOUR FULL NAME]
[YOUR ADDRESS] · [PHONE] · [E-MAIL]
Frequent flyer no. [NUMBER, IF ANY]
Subject: Request for a full refund — confirmation [CONFIRMATION CODE], flight [FLIGHT NUMBER] on [DATE]
Dear Customer Relations Team,
I am requesting a full refund of my airfare, taxes and ancillary fees for the trip below. [My flight was canceled / My flight was significantly delayed or changed], and I [did not accept / did not travel on] the rebooking, travel credit, voucher or other compensation that was offered.
1. Booking details
Item Details
Passenger(s) [NAME(S) AS ON TICKET]
Confirmation code / ticket number(s) [CODE] / [TICKET NUMBER(S)]
Flight(s) [FLIGHT NUMBER], [ORIGIN] → [DESTINATION]
Original scheduled departure / arrival [DATE, TIME] / [DATE, TIME]
What happened [CANCELED / DELAYED BY ___ HOURS / NEW DEPARTURE OR ARRIVAL AIRPORT / EXTRA CONNECTION / DOWNGRADED TO ___]
Domestic or international itinerary [DOMESTIC / INTERNATIONAL]
When I declined the alternative [DATE AND HOW — APP, PHONE, GATE, E-MAIL]
Paid with [CREDIT CARD / DEBIT CARD / CASH / MILES / OTHER]
Amount paid Fare $[AMOUNT] · Taxes $[AMOUNT] · Bags/seats/other $[AMOUNT] · Total $[TOTAL]
2. Basis for the refund
Under the U.S. Department of Transportation rule on refunds, 14 CFR Part 260:
1. A covered carrier that is the merchant of record must provide a full and prompt refund of the airfare, including taxes and ancillary fees, for a canceled flight or a significantly delayed or changed flight when the consumer chooses not to fly on it, not to accept rebooking, and not to accept a voucher, credit or other compensation (§ 260.6(a)).
2. A "significantly delayed or changed flight" includes a departure or arrival change of three hours or more for domestic itineraries or six hours or more for international itineraries, a different departure or arrival airport, more connection points, or a downgrade to a lower class of service (§ 260.2).
3. § 260.6 contains no exception based on the cause of the cancellation or delay (weather, maintenance or any other reason).
4. I have not affirmatively accepted any voucher or credit in place of a refund (§ 260.7).
5. The refund must be made in the original form of payment, with no processing fee (§ 260.10), within 7 business days for credit card purchases or 20 calendar days for other forms of payment (definition of "prompt refund", § 260.2).
[IF YOU ALSO PAID FOR A SEAT, WI-FI, BAG OR OTHER EXTRA THAT YOU DID NOT RECEIVE: "I also request a refund of $[AMOUNT] for [SERVICE], which was paid for but not provided (§ 260.4)."]
3. What I am asking for
1. A refund of $[TOTAL] to my original form of payment [CARD ENDING IN ____].
2. Written confirmation of the amount and the date of the refund.
3. If you believe no refund is due, a written explanation that states which rule you rely on.
If I do not receive the refund within the period above, I will file a complaint with the U.S. Department of Transportation and [DISPUTE THE CHARGE WITH MY CARD ISSUER].
Thank you for processing this promptly.
Sincerely,
______________________________
[YOUR FULL NAME]
Attachments:
1. E-ticket receipt / booking confirmation.
2. Cancellation or schedule-change notice from the airline (e-mail, text or app screenshot).
3. Proof that I declined the alternative (screenshot, chat transcript, call date and time).
4. Card statement showing the charge.
BEFORE SENDING — delete this part
Do not accept a voucher or credit if you want your money back. Accepting it can replace the refund.
Deadline for the airline: 7 business days for credit card purchases, 20 calendar days for cash, check, debit card or other payment (14 CFR 260.2, "prompt refund").
Where to complain next: the U.S. Department of Transportation, Office of Aviation Consumer Protection (air consumer complaint form on transportation.gov).
Keep it factual: dates, times and what was offered. The refund rule for canceled or significantly changed flights (14 CFR 260.6) has no exception for the cause of the disruption; the cause matters for meals, hotels and other extras the airline promises.
Field labels in [SQUARE BRACKETS, CAPITALS] must be completed or deleted. Alternatives are separated by a slash. © Layers (layers.md), licensed under CC BY 4.0 (https://creativecommons.org/licenses/by/4.0/). Template, not legal advice.
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