Refund Request Form
Handle refunds without a thread. The order number, the reason, and the evidence arrive together, so a decision takes one look.
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- Fields
- 11 questions
- Layout
- Classic, every question on one page
- Theme
- Sunset, switchable in the preview
- Updated
- 11 August 2026
Categories
- Support form templates
- Support Forms
- Request Forms
- Ecommerce Forms
Form type
Ideal for
- Ecommerce teams
- Support teams
- Retailers
- Small businesses
Best used in
- Returns handling
- Customer support
- Order disputes
About this template
Refunds handled over email take four messages: the request, the ask for an order number, the ask for a photo, and finally a decision. This form collects all three pieces at once, so most requests can be approved or declined on first read.
Asking for the preferred outcome separately from the reason is what stops the guessing. Plenty of people reporting a damaged item would rather have a replacement than their money back, and offering the choice up front resolves the case in one step instead of two.
The condition question is what determines whether the item can be resold, which is the actual commercial decision behind most refund policies. Add a rule so the photo upload becomes required for damaged and wrong item reasons, and leave it hidden for changed my mind.
Templates are a starting point, not legal or professional advice. Where a form carries consent, medical, or contractual wording, have somebody qualified review it against the rules that apply to you before you publish.
Fields in this template
- Full name*Short text
- Email on the order*Email
- Order number*Short text
- Order dateDate
- Reason*Dropdown
- Tell us what happened*Long text
- Which items are you returning?*Long text
- Photos, if the item is damaged or wrongFile upload
- Preferred outcome*Single choice
- What condition is the item in?*Single choice
- Please confirm*Multiple choice
Every field can be renamed, reordered, made optional, or removed once the template is open in the builder.
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Frequently asked questions
- What should a refund request form ask for?
- The order number and date, the email on the order, the reason, which items, and photos where damage is claimed. Those five let a decision be made in one look.
- Can customers attach photos?
- Yes. The upload field takes photos, which for a damage claim is usually the difference between approving a refund and starting an exchange of emails about it.
- Does this process the refund?
- No. It collects the request and the evidence so you can decide. The refund itself is issued wherever the original payment was taken, which for a Stripe payment is your Stripe dashboard.
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