How to fax a product return request

You exercised your right of withdrawal, but the seller insists on a "written request" and your emails go unanswered. This is where fax shines: it is the only practical channel that is timestamped and provably delivered. Here is how to send your return request by fax, step by step.

When do you need a fax for a return?

For distance sales you can usually withdraw by email too — but when the seller goes silent, the process stalls, or you need proof of written notice before a consumer arbitration filing, fax becomes essential. The transmission report is official proof you gave notice.

1. 1
   Gather your order details

   Summarize the order number, invoice, product name and return reason on a single page. Attach a copy of the invoice.
2. 2
   Write the return letter

   Use the template below. Include your full name, order number, bank account (IBAN) and the date. Don’t forget to sign.
3. 3
   Find the seller’s fax number

   It is usually on the seller’s "Contact" or terms page. If unsure, confirm with customer service — or check our fax number directory.
4. 4
   Fax the letter and attachments

   Send the letter first, then the invoice copy. A cover line like "Return request — Order #…" helps it reach the right team.
5. 5
   Keep the transmission report

   Store the fax receipt (date, time, pages, confirmation code) until the refund lands. It is your evidence in any dispute.

                                                     [Date]
[SELLER COMPANY NAME]
[Fax: +xx xxx xxx xx xx]

Subject: Order return and refund request

I am returning the [product name] purchased under order
[Order #......], exercising my statutory right of
withdrawal.

I request the refund to be issued to the account below
within 14 days.

IBAN: ....................
Full name: ................
Signature:

What happens after the fax

The seller must refund within 14 days of receiving your withdrawal notice. If the deadline passes, you can file with the consumer arbitration board — attach your fax transmission report and a copy of the letter as evidence.