Refund note template
A refund note confirms that money has been returned to a customer, stating the original invoice, the reason and the amount refunded. It closes the loop on a return or a cancelled order. Fill in the fields and download a clean PDF in any currency, with no watermark.
When do you use a refund note?
Issue a refund note when you return money to a customer, so both sides have a record of what was refunded and why.
What should a refund note include?
- Your business details
- Customer details
- Refund note number and date
- Original invoice number
- Reason for the refund
- Items or amounts refunded
- Refund method and total
Frequently asked questions
What is a refund note?
A refund note is a document confirming money has been returned to a customer. It references the original invoice, gives the reason, and states the amount refunded.
What is the difference between a refund note and a credit note?
A credit note reduces what a customer owes, often against a future invoice. A refund note confirms money has actually gone back to them. A credit note is a promise, a refund note is a payment.
Should a refund note reference the original invoice?
Yes, always. Without the original invoice number neither side can reconcile the refund against the sale, and your accounts will not balance cleanly.
Do I need to give a reason for the refund?
It is not always required but it is good practice. A stated reason such as returned goods, cancelled order or overpayment prevents the same query being raised again months later.
Is a refund note a tax document?
Treatment varies by country. In many places a refund reverses the tax charged on the original sale, so the refund note should show any tax separately. Check the rules where you operate.