Caira by Unwildered can organize receipts, photos, policies and promises into a clearer refund or chargeback file.
Free Counterfeit Product Refund And Chargeback Letter
A practical template for counterfeit goods, marketplace reports and brand evidence. Use this page when you need a practical written record for the exact account, charge, notice or company process in front of you.
A stronger alternative to do not pay is to explain what happened, what you want and which document proves it.
Public complaint patterns are useful, but they are not proof that a company did anything wrong in your case. Public marketplace refund complaints often involve third-party sellers, missing packages, rejected returns and product authenticity questions, so the draft should separate platform policy from seller conduct.
Template
Use this as a free download: copy and paste it into Microsoft Word, email, or a company message box. No login is needed. Replace only the bracketed details that match your facts.
Copy-and-paste template
Subject: Refund and Chargeback Request - Counterfeit Product [Order/Account Number: __________]
To: [Merchant Name / Claims Department / Marketplace / Card Issuer / Billing Department]
From: [Your Full Name]
Reference: [Order Number, Account Number, or Transaction Reference]
Date: [Today's Date]I am contacting you to formally request a full refund and/or chargeback for a counterfeit product I received on [date received]. I purchased [product name/description] from [seller or platform name] on [purchase date], but after inspection and comparison with official brand information, I have reason to believe the item is not authentic.
Summary of the issue:
- On [purchase date], I ordered [product name] for $[amount] from [seller/platform].
- The item was delivered on [delivery date].
- Upon receipt, I noticed [describe specific signs of counterfeit: e.g., misspelled branding, incorrect packaging, missing serial number, poor quality, etc.].
- I contacted [seller/platform support] on [date] and was told [summarize response or lack thereof].
- I have attached evidence supporting my claim.Requested action:
- Please issue a full refund of $[amount] to my original payment method.
- If you cannot process a refund, please provide a written explanation referencing the specific policy, contract term, or evidence you are relying on.
- If you are not the correct party to resolve this, please forward this request to the appropriate department and confirm in writing.Evidence provided (attached or available upon request):
1. Purchase receipt or order confirmation
2. Photos of the received product (showing counterfeit indicators)
3. Official brand comparison images or statements
4. Correspondence with seller or support (if any)
5. Payment statement showing the transaction
6. [Any other relevant evidence]Please preserve all records related to this order, including transaction history, communications, inspection notes, and any internal investigation results.
Deadline for response:
Please respond in writing by [date, typically 10 business days from today] with confirmation of the refund or a detailed explanation. If I do not receive a satisfactory response, I may proceed with a chargeback through my card issuer or file a complaint with the relevant marketplace or consumer protection agency.Thank you for your prompt attention to this matter.
Sincerely,
[Your Full Name]
[Mailing Address or Email Address]
[Phone Number, optional]
[Preferred written contact method]
What People Commonly Complain About Online
travel and delivery disputes often start with a refund promise that is not followed by a clear payment date
rental-car disputes commonly involve damage, toll, fuel, cleaning or administrative charges raised after return
warranty disputes often become evidence disputes: what did the warranty cover, who inspected the product and what repair history exists
Example Scenarios
The company says the counterfeit product is outside policy, but the customer has a chat transcript promising a refund.
The merchant blames a third party; the customer uses the receipt, tracking and support ticket to show who took payment.
The customer considers chargeback, but first sends a final written request so the card issuer sees a documented attempt to resolve the issue.
For this specific counterfeit product issue, make the first example match your facts: who charged you, which account or document identifies the charge, what promise or term you rely on, and what outcome you want.
Specific Practical Note
Before sending, place the receipt or booking terms beside the refund request. The strongest version names the amount, the promise or policy you rely on, and the document that shows why refund, repair, replacement, or chargeback review fits.
What To Collect First
the policy, receipt or written promise that controls the counterfeit product dispute
the receipt, invoice, order page or policy number
the written refund, warranty, return, cancellation or service terms
photos, tracking records, repair notes, call logs or service tickets
the card statement or BNPL account record showing the charge
any prior promise to refund, repair, replace or investigate
Steps Before You Send
Separate the legal issue from the customer-service story: what was promised, what happened and what money is at stake.
Name the counterfeit product issue in one sentence so the reader can see the exact route you are using.
Ask for the specific outcome: refund, replacement, repair, credit reversal, fee waiver or written explanation.
Attach proof in a numbered list rather than sending a pile of screenshots.
Give a short response deadline and say how you will escalate if the evidence is ignored.
If using a chargeback, match your evidence to the card issuer's dispute reason.
Common Mistakes
threatening court before making one clear written demand
mixing several disputes into one confusing letter
forgetting to include order numbers, dates and amounts
waiting until card-dispute windows have passed
How Caira Can Help
If the company points to policy wording, ask Caira by Unwildered to compare that wording with your receipt, photos and written promises.
Caira is powered by AI and can read your PDFs, photos, docs, receipts and screenshots, then give answers, evidence summaries and draft letters in seconds.
Where To Check The Rules
FTC consumer protection guidance
card issuer chargeback procedures
merchant terms, shipping records and written refund promises
FAQ
Should I stop paying immediately?
Not always. Stopping payment can create late fees, service cutoffs, credit reporting, default notices or collection activity. First identify the contract, charge, deadline and safest route.
Should I name a company in the letter?
Yes, if it is the company you dealt with. Keep the wording factual: account number, date, promise, charge and requested fix. Do not accuse fraud unless you have a documented evidence.
Can this become a small-claims issue?
Sometimes. If the amount is documentable and the company will not respond, a demand letter and evidence index may help you decide whether small claims is worth considering.
This article is general information, not legal, financial, tax or medical advice. US law varies by federal rule, state rule, contract wording, forum, timing and facts.
