5 Template Letters for Airline Flight Cancellation Refund Requests

When dealing with unexpected medical emergencies that prevent us from traveling, it is important to notify airlines and request a refund for our booked flights.

In such cases, a medical letter can serve as a vital document to support our reimbursement claim.

The medical letter for an airline refund sample provides a template for individuals to follow when requesting compensation for missed flights due to illness or injury.

This letter typically includes important details such as the passenger’s name, flight information, the nature of the medical emergency, and any supporting documentation from healthcare professionals.

By providing a comprehensive and well-written medical letter, passengers can increase their chances of receiving a full or partial refund from the airline.

In this article, we will explore the key components of a medical letter for airline refunds and provide a sample template for reference. 

1. Medical letter for airline refund sample

[Doctor’s Full Name]
[Medical Practice or Hospital Name]
[Address of Practice or Hospital]
[City, State, Zip Code]
[Doctor’s Email Address]
[Doctor’s Phone Number]
[Date]

Airline Customer Service Department
[Airline Name]
[Airline Address]
[City, State, Zip Code]

To whom it may concern,

I am writing on behalf of my patient, [Patient’s Full Name], to provide a medical statement concerning their inability to travel on their upcoming flight booked with your airline, scheduled for [Flight Date]. [Patient’s Full Name] is under my care and due to a recent medical situation, specifically [diagnosis, medical condition, or description of the patient’s health concern], they are strictly advised against flying or any form of travel for an extended period.

This medical situation is unexpected and has created conditions that make it unsafe for [Patient’s Full Name] to travel by air. The recommended treatment plan and recovery period necessitate a change in their travel plans to ensure their health is not compromised. The nature of their medical condition is such that it requires ongoing observation and treatment, thus making it necessary to cancel the planned trip.

Attached to this letter, you will find documentation of [Patient’s Full Name]’s medical visits and the advised medical restrictions. I trust that this documentation corroborates the necessity for [Patient’s Full Name]’s flight cancellation.

Given these exceptional and unforeseen medical circumstances, it is my hope that [Airline Name] can provide [Patient’s Full Name] with a compassionate consideration for a full refund or a waiver of any cancellation costs typically associated with their flight booking.

If further medical information is needed, please feel free to contact me at [Doctor’s Phone Number] or [Doctor’s Email Address].

Thank you for your prompt attention to this matter, and for your understanding and assistance in accommodating my patient’s health needs.

Sincerely,

[Doctor’s Full Name]
[Doctor’s Medical License Number]
[Medical Practice or Hospital Name]

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2. Unable to travel letter from doctor sample

[Doctor’s Full Name]
[Your Medical Practice or Hospital]
[Address of Your Practice or Hospital]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

[Patient’s Full Name]
[Patient’s Address]
[City, State, Zip Code]

To whom it may concern,

I am writing this letter to provide medical substantiation for my patient, [Patient’s Full Name], who is currently under my care at [Your Practice or Hospital Name]. Due to diagnosed medical conditions and concerns, [Patient’s Full Name] is unfit for travel at this time and for the foreseeable future as outlined below.

As of [Date of Medical Evaluation], upon a thorough medical evaluation and necessary tests, it has been determined that [Patient’s Full Name] suffers from [Medical Condition(s)], which require(s) immediate and continuing treatment. The specific nature of the condition(s) include [symptoms or risks associated with the condition], which significantly increase the risk of serious health complications should the patient engage in travel.

The medical recommendation for [Patient’s Full Name] is to avoid all forms of travel, especially long distances or any form of travel that may not have immediate access to emergency healthcare. This medical advice will remain in place until further assessment, but is currently projected to last at least [Duration – e.g., 6 months, one year, etc.], to [Projected Reevaluation Date], at which time [Patient’s Full Name] will be reevaluated for possible changes in this travel limitation.

Please find enclosed with this letter copies of the relevant medical documentation and test results that confirm the patient’s medical condition and the necessity of the restriction on traveling.

Your understanding and cooperation in accepting this letter as a formal medical statement explaining the reasons for [Patient’s Full Name]’s inability to travel are greatly appreciated. Should additional information be required, please do not hesitate to contact me at the above communication details.

Thank you for your attention to this important matter.

Sincerely,

[Doctor’s Full Name]
[Your Medical License Number]
[Your Position or Specialty]
[Your Medical Practice or Hospital Name]

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3. Not fit to travel letter sample

[Doctor’s Full Name]
[Doctor’s Specialty/Area of Practice]
[Medical Institution Name]
[Medical Institution Address]
[City, State, Zip Code]
[Doctor’s Email Address]
[Doctor’s Phone Number]
[Date]

[Patient’s Full Name]
[Patient’s Address]
[City, State, Zip Code]

To whom it may concern,

As a licensed medical practitioner at [Medical Institution Name], I am writing this letter to certify that my patient, [Patient’s Full Name], with whom I have a doctor-patient relationship, is currently under my care and has been evaluated on [Date of Medical Evaluation].

Upon medical assessment, it has been determined that [Patient’s Full Name] is suffering from [Medical Condition(s) or Diagnosis], which presents significant health risks and medical complications that contraindicate travel at this time. The specific medical reasons include [List Symptoms or Risks], which could be exacerbated by the act of traveling or by the lack of immediate access to necessary medical care during travel.

It is with their safety and well-being in mind that I must assert [Patient’s Full Name] is not fit to travel for the duration of [state the expected recovery timeframe]. This travel limitation is a necessary precaution to prevent potential medical emergencies or the worsening of the patient’s current condition. It is medically advisable that [Patient’s Full Name] refrain from any form of travel that may strain their condition until a follow-up evaluation deems it safe.

Attached to this correspondence, you will find pertinent medical documentation and test results that substantiate the patient’s current health status and the professional medical judgment made in this case.

Your comprehension and acknowledgment of this medical advice are crucial. Should you require any further information or clarification regarding [Patient’s Full Name]’s health condition and the medical recommendation provided, please do not hesitate to contact me via the provided contact information.

Thank you for your understanding and cooperation in this delicate health matter.

Respectfully,

[Doctor’s Full Name]
[Doctor’s Medical License or Certification Number]
[Medical Institution Name]

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4. Airline refund letter sample due to a medical emergency

[Your Full Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

Airline Customer Service Department
[Airline Name]
[Airline Address]
[City, State, Zip Code]

To whom it may concern,

I am writing to request a refund for my flight booking due to an unforeseen medical emergency. I had booked a flight with [Airline Name], with the following details:

Flight number: [Flight Number]
Departure Date: [Departure Date]
Booking Reference: [Booking Reference]

Unfortunately, on [Date of Medical Emergency], I experienced a medical emergency, specifically [brief description of the medical emergency, e.g., a sudden heart attack, severe allergic reaction, etc.], which resulted in my hospitalization and rendered me unable to travel as planned. Enclosed with this letter, please find a medical certificate from Dr. [Doctor’s Full Name], my attending physician, which outlines my medical condition and states that I am unable to fly due to the severity of my condition.

Given these circumstances, I am requesting a full refund for my flight. I understand that typically, flight bookings are non-refundable, but I hope that [Airline Name] will consider the exceptional nature of my situation and provide a refund or travel credit as a good-will gesture.

I appreciate your prompt attention to this matter and hope to resolve it amicably. I have enjoyed flying with [Airline Name] in the past and look forward to doing so again once my health permits.

If there is any additional information or documentation that you require, please do not hesitate to contact me at the above phone number or email address. I am eager to resolve this matter and would appreciate any assistance you can provide.

Thank you for your understanding and cooperation.

Kind regards,

[Your Full Name]

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5. Travel cancellation letter sample

[Your Full Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]
[Date]

[Travel Agency/Company Name]
[Agency/Company Address]
[City, State, Zip Code]

Dear [Travel Agent’s/Company Representative’s Name],

I regret to inform you that I must cancel my travel plans due to unforeseen circumstances. I have booked the following trip with your agency:

Booking Reference: [Booking Reference Number]
Destination: [Travel Destination]
Departure Date: [Scheduled Departure Date]

Unfortunately, due to [reason for cancellation, such as a personal emergency, illness, unforeseen work commitment, etc.], I am unable to proceed with my planned travel. I understand the terms and conditions of my booking may include cancellation fees or non-refundable deposits, but I kindly request that you review my situation and consider waiving these costs if possible.

I would also like to inquire about the possibility of rescheduling my trip for a future date, should my situation allow for it. Could you please inform me of any options available in this regard and any potential costs associated with rebooking?

I have enjoyed the services provided by [Travel Agency/Company Name] and trust that you will understand my predicament. Enclosed are any relevant documents or proof (e.g., medical certificate, letter from employer) that support my reason for cancellation.

Your assistance in this matter is greatly appreciated. I hope to be able to plan another trip with your agency as soon as circumstances permit. Please let me know the next steps and any additional information you need from me to process this cancellation.

Thank you for your attention to this matter and your understanding.

Sincerely,

[Your Full Name]

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Tips for Writing a Medical Letter for Airline Refund Sample

Begin with a Formal Letter Structure

Initiate your medical letter by adhering to a formal letter format. This entails starting with your contact information, the date, and the airline’s contact details, followed by a formal greeting.

Implementing this structure shows professionalism and ensures the airline can easily respond to your request.

Clearly State Your Request Upfront

Lead your letter with a concise and straightforward statement of your purpose. In this case, inform the airline that you’re requesting a refund due to medical reasons.

This clarity helps the airline representative understand the intent of the letter immediately, preventing any miscommunication.

Provide a Detailed Explanation of the Medical Condition

Include a detailed yet concise explanation of the medical condition that is the basis of your refund request.

Be respectful of privacy concerns and disclose only as much as is necessary to support the request. A clear link between the medical condition and the inability to fly is essential.

Include Dates and Flight Information

Reference your flight information, including booking numbers, flight numbers, and scheduled travel dates. Match this information with pertinent dates related to the medical issue, such as the onset of illness or hospitalization dates.

This provides a clear timeline that the airline can cross-reference.

Maintain a Respectful and Courteous Tone

Express your request with a tone of respect and courtesy, regardless of any past frustration. A polite letter is more likely to yield a positive response.

Acknowledge the airline’s efforts to assist passengers with unforeseen issues and express your appreciation in advance for their understanding.

Attach Professional Medical Documentation

Enclose professional medical documentation, such as a doctor’s note, clearly stating that you were advised against flying due to your health condition.

Ensure that the documentation is official, legible, and includes contact information for verification if needed.

Be Honest and Factual

Keep your description honest and stick to the facts. Avoid embellishing the medical condition to evoke sympathy as this could backfire if the documentation does not support the narrative.

If the airline suspects any dishonesty, it could hinder your refund process.

Encourage Contact for Any Clarifications

Invite the airline to contact you for any further information or clarification regarding your medical condition and the refund request.

Provide multiple means of contact such as phone, email, and mailing address.

Close with a Formal Conclusion

Conclude your letter with a formal sign-off, such as “Sincerely” or “Regards”, followed by your full name. If you’re sending a physical letter, leave space for your handwritten signature above your printed name.

Proofread Before Sending

Before you send the letter, proofread it for any errors or typos. A letter free of grammatical mistakes and spelling errors reflects your attention to detail and seriousness about the request.

Follow-Up Politely

If you do not receive a response within an expected timeframe, follow up with a polite inquiry. At times letters get misplaced or overlooked due to the high volume of communications airlines receive.

By following these tips, you can write a clear and effective medical letter to an airline to request a refund. Remember the importance of clarity, professionalism, and respect, and always back your request with factual, verified medical evidence.