Complaint Letter to Bank Manager for Refund of Money

A complaint letter to the bank manager for a refund is a formal way to request reimbursement for an incorrect transaction, unauthorized debit, or failed service. This letter documents the issue, provides transaction details, and requests a prompt resolution or refund.

When to Write This Letter

You should send this letter if:

• Money was wrongfully debited or withdrawn from your account.
• You were charged duplicate or unauthorized fees.
• A failed transaction (ATM, online transfer, or card payment) led to loss of funds.
• You have already contacted customer support but the issue remains unresolved.

How to Use This Letter

1. Collect Evidence

• Gather transaction details, screenshots, receipts, or statements.
• Note date, time, transaction ID, and amount involved.
• Record any previous correspondence with bank representatives.

2. Structure of the Letter

• Identify yourself and your account.
• Describe the issue clearly and concisely.
• Request a specific action (refund, correction, or written confirmation).
• Mention how you can be contacted for follow-up.

3. Submit the Letter

• Deliver in person at the branch or via the bank’s official email or online complaint portal.
• Keep a copy for your records.
• Follow up if there is no response within the standard resolution timeframe (usually 7–14 days).

Complaint Letter Template

[Your Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

[Date]

To:
The Branch Manager
[Bank Name]
[Branch Address]

Subject: Complaint Regarding Wrongful Transaction and Request for Refund

Dear [Manager’s Name],

I am writing to formally request a refund for an incorrect transaction on my account [Account Number: XXXX]. On [Date], a transaction of [Amount] was debited due to [describe issue – e.g., duplicate withdrawal, unauthorized payment, failed ATM transaction, etc.].

I have attached copies of my bank statement, receipts, and relevant correspondence for your reference. Despite my previous communication with the bank’s support team on [Date], the issue has not yet been resolved.

I kindly request that this matter be investigated and the debited amount refunded to my account at the earliest possible time. Please confirm receipt of this complaint and provide an expected timeline for resolution.

Thank you for your prompt attention to this issue.

Sincerely,
[Signature]
[Printed Name]

Notes and Best Practices

• Always attach supporting documents (transaction proof, screenshots, or receipts).
• Keep the tone professional and polite.
• Clearly state amount, date, and reason for refund.
• Follow up if the bank doesn’t respond within the expected timeframe.
• If unresolved, you may escalate the matter to the bank’s ombudsman or regulatory authority.

Downloadable Template

• Word (DOCX) Version – fillable and editable.
• PDF Version – ready for email or printing.