Did a car rental company withhold some or all of your deposit for your rental car without good reason? Always ask for a breakdown of the costs and claim a refund if the amount is not justified. You can use this letter template to request a refund of your deposit.
Dispute rental deposit charge
Letter template
<Your name>
<Your address>
<Your eircode>
<Your email>
<Business name>
<Business address>
<Business postcode>
<Business email>
<Insert date>
Subject: Unjustified deposit taken <name car rental company>
Reference: <booking number/reference>
Dear Sir/Madam,
On / During the period between <enter the day or period for which you rented a car>, I rented a car from your car rental company <name of car rental company> in <name of city and country> under booking number <booking number>. When I picked up the rental car, you held € <enter the amount> on my <credit card> as a deposit for the car rental. I am sending this <letter/email> as I believe that you have incorrectly withheld <some/all> of my deposit.
Claim refund of deposit
You cannot withhold an amount from my deposit without good reason and substantiation. I do not agree with the amount that you withheld € <enter the amount> from my deposit because <state why you disagree>. To substantiate my point of view, please find attached <describe the attachments you added to provide evidence of your point of view, such as a copy of the car rental contract, the signed indemnification statement or return acceptance form, pictures or video of pick-up and return of the rental car, and the deposit withheld.>.
Based on this information, I expect you to refund me the amount withheld, € <enter the amount>, within 14 days of the date of receiving this <letter/email>.
Term for processing this claim
If you are still of the opinion that withholding € <enter the amount> is justified, I request that you provide a detailed explanation that includes any evidence that proves I am liable for the amount you have withheld.
Legal steps
If I do not receive a response, I will consider making a claim under the European Small Claims Procedure.
Yours sincerely,
<Name and signature>
Attachments:
- Copy of contract/agreement
- Copy of car rental receipt
- Pictures or video of the car
- Copy credit or debit card transaction