Online Travel Agency Refund Follow-Up Letter Template

Need to write a online travel agency refund follow-up? Start with this draft, then check every fact against your ticket and the applicable rule.

When to use this draft

Use this when an online travel agency issued the ticket and you need a clear update on a pending refund.

Editable letter text

Request for refund-processing details for an airline-cancelled booking

Subject: Request for refund-processing details for an airline-cancelled booking

Dear Customer Relations Team,

I am submitting the following request concerning my flight.

Flight date: {{flight_date}}
Flight and operating carrier: {{flight_number}} / {{operating_carrier}}
Itinerary and ticket structure: {{route_and_ticket_structure}}
Original schedule: {{scheduled_times_with_timezones}}
Actual schedule or cancellation notice: {{actual_times_or_cancellation_notice}}
Reason provided by the airline: {{communicated_reason_or_unknown}}
Ticket seller: {{ticket_seller}}
Previous case reference: {{previous_case_reference_or_none}}

The seller booking reference is {{seller_booking_reference}}, and the airline reference is {{airline_booking_reference}}.
I attach the airline's cancellation/change notice and any refund-related response.
Please identify the responsible refund-processing party, the date you contacted the airline, the approval/response status, the expected amount and the basis for each deduction.
If processing is blocked by booking-reference or ticketing issues, please explain the required action.
Segments to retain: {{segments_to_keep_or_none}}. Please do not cancel the entire itinerary without my separate agreement.

Attachments: {{attachment_list}}
Name and contact details: {{name_and_contact_entered_only_for_official_submission}}

Please acknowledge receipt, provide a case reference and respond in writing.
Thank you.

Before sending

Replace the placeholders with your own flight details and delete any request that doesn’t fit. The letter tool can fill and export a draft, but you still need to send it through the official channel.

Official sources

• Trip.com Terms and Conditions: Flights — Trip.com; checked 2026-10-31
• Expedia Customer Support — Expedia; checked 2026-10-31
• Booking.com Terms: Flights — Booking.com; checked 2026-10-31
• My booking has been cancelled — Skyscanner; checked 2026-10-31