How to Get a Refund and Keep Proof
Follow a documentation-first approach to get a refund and protect your rights if you need to escalate.
Published March 12, 2025
Refund delays are common, but documentation makes resolution faster. Use this proof checklist to organize receipts, promises, and follow-ups before escalating.
When to use this
- A merchant promised a refund and the timeline has passed.
- You want a structured record before filing a chargeback.
- You need to document escalation steps for a regulator or bank.
How to do it (fast)
- Save receipts, order confirmations, and payment records.
- Request the refund in writing and note the promised date.
- Send a written demand letter with a deadline.
- Log follow-ups, emails, and case numbers.
- Escalate only after the deadline passes.
Why this helps
- Keeps your documentation organized for disputes or regulators.
- Shows the merchant you followed their process before escalating.
- Makes it easier for banks or platforms to review your claim.
Related tools
Not legal advice. Courts set their own rules. Keep your original records.
Proof checklist
- Receipt or order confirmation with date and amount.
- Screenshot or email showing the refund promise.
- Timeline of calls, chats, and email follow-ups.
- Delivery proof for any written letters or emails.
- Notes about any fees or penalties you want waived.
Create a PDF you can send with your documentation.