You canceled it. You're sure you did. You went through the confirmation screens, clicked the button, maybe even got an email. And then — weeks or months later — you're staring at your bank statement and the charge is still showing up. Or maybe you never signed up at all, and somehow a company has been quietly pulling $14.99 (or $49.99, or more) from your account every month.
A well-written demand letter sent via USPS Certified Mail puts a company on formal notice that you're serious. It creates a paper trail. It often gets results faster than an endless loop of customer service calls. Let's walk through exactly what to do.
RCW 19.86 bars deceptive acts; Regulation E covers unauthorized debits
Here's the honest picture: Washington state has consumer protection statutes — most notably the Washington Consumer Protection Act (CPA), RCW 19.86 — that broadly prohibit unfair or deceptive acts in commerce. Unauthorized or undisclosed recurring charges can fall squarely within that territory. What we can tell you is this: always check the current version of RCW 19.86 and consider consulting a licensed attorney for advice specific to your situation.
On the federal side, several laws are directly relevant to you no matter which state you're in:
- The Electronic Fund Transfer Act (EFTA) / Regulation E — protects you against unauthorized electronic charges to your bank account or debit card. If you never authorized the charge, or if the company kept billing after a valid cancellation, this is a powerful tool. Your bank is required to investigate disputes you raise under Regulation E.
- The Restore Online Shoppers' Confidence Act (ROSCA) — a federal law specifically targeting deceptive online subscription practices. It requires that companies clearly disclose recurring charge terms before you pay, get your affirmative consent, and give you a simple way to cancel. Violations can be pursued by the FTC.
- The FTC's "Click-to-Cancel" Rule — the Federal Trade Commission has been actively enforcing rules requiring that canceling a subscription be at least as easy as signing up. If a company makes you jump through hoops to cancel, that may itself be a violation worth noting in your letter.
Even without citing a specific state statute, you have real grounds to demand a refund — especially if the charge was unauthorized, the cancellation process was buried or broken, or the company never disclosed the recurring nature of the fee upfront.
Every charge by date and amount, plus the day you canceled
A vague complaint gets ignored. A specific, documented letter gets taken seriously. Here's what your letter needs to cover — and why each piece matters:
- Your full name, address, and account number (if any). The company needs to identify your account instantly. Any delay they create from "we couldn't find your account" is a delay in your refund.
- The exact charges you're disputing — dates, amounts, and total. For example: "I was charged $14.99 on March 1, April 1, and May 1, 2024, totaling $44.97." Specific numbers show you've done your homework and aren't guessing.
- The date you canceled (or a statement that you never authorized the subscription). If you have a cancellation confirmation email, reference it and attach a copy. If you never signed up, say that plainly.
- A description of any failed cancellation attempts. Did you call and get put on hold? Did the cancel button on their website loop you back to a retention offer? Document it. This speaks directly to potential ROSCA and FTC violations.
- The specific refund amount you're requesting. State the dollar figure clearly. Don't leave it open-ended — you want them to know exactly what resolution looks like.
- A reasonable deadline for their response. Fourteen to thirty days is standard. A dated deadline tells the company exactly when you stop waiting, and gives you a fixed point to escalate from.
- A statement of your intent to escalate. Without making threats you won't follow through on, let them know you're prepared to file complaints with the Washington State Attorney General's Office, the FTC, and your bank or credit card issuer if the matter isn't resolved. This is not a bluff — these are real options.
- A request for written confirmation of the cancellation. Even if you get your refund, ask them to confirm in writing that the subscription is canceled and no future charges will occur. Otherwise you may be back here in 30 days.
Why a signed Return Receipt beats an email or a chat transcript
You could email. You could use their online chat. You could call. But none of those give you something that holds up when you need to escalate — a timestamped, legally recognized record that the company received your demand.
USPS Certified Mail with Return Receipt does exactly that. You get a tracking number showing when it was sent. The green Return Receipt card comes back to you signed, showing who accepted it and when. That date matters enormously if you ever file a complaint with the AG's office, dispute the charge with your bank, or pursue a claim in small claims court.
Email is easy to ignore, easy to delete, and easy for a company to claim they never received. A physical Certified Mail letter sitting on someone's desk is a lot harder to pretend away. It also signals — more than any online chat ever could — that you're treating this as a serious legal matter.
Full refund, partial credit, or silence from the company
Most companies, especially larger subscription services, have customer retention and refund protocols. When they receive a formal written demand — not a chat transcript, not a tweet — they often resolve it. You may get a full refund, a partial refund, or a credit. You might also get silence.
Here's what realistic outcomes look like:
- Full refund issued within the deadline. This happens more often than people expect, especially when the letter is detailed and references specific laws. Companies don't want FTC attention or AG complaints over a $50 dispute.
- Partial refund or goodwill credit. They might offer to refund only the most recent charge. You can accept or push back — that's your call.
- No response at all. If your deadline passes without a reply, your next moves include filing a complaint with the Washington State Attorney General's Consumer Protection Division, the FTC, and initiating a chargeback dispute with your bank or credit card company.
- A dispute of your claim. They may say you agreed to the terms, the cancellation didn't process correctly on your end, etc. If that happens, your paper trail — the Certified Mail receipt, your cancellation confirmation, your bank records — is what you'll need.
How you paid changes your options: if you paid by credit card, you may have strong chargeback rights under the Fair Credit Billing Act (FCBA). Your credit card issuer can reverse unauthorized or disputed charges, and many consumers find this the fastest path to a refund. A demand letter and a chargeback dispute are not mutually exclusive — they can complement each other.
What if you have no proof you canceled the subscription?
What if I don't have proof I canceled the subscription?
You can still send a demand letter — you just need to be accurate about what you do and don't have. If you have bank records showing recurring charges for a service you no longer use, say that. If you recall canceling but have no email confirmation, describe the steps you took and when. Lack of a paper trail weakens your position somewhat, but it doesn't eliminate it. Going forward, always screenshot cancellation confirmations and forward them to your own email.
Can I dispute a subscription charge with my bank even if I originally authorized it?
Sometimes yes — especially if you properly canceled and the company kept charging you anyway. Under Regulation E (for debit cards) and the Fair Credit Billing Act (for credit cards), continued charges after a valid cancellation may qualify as unauthorized. Contact your bank or card issuer and explain the situation. The demand letter you send the company and the chargeback dispute you file with your bank are two separate but reinforcing actions.
Is there a time limit on how far back I can dispute charges?
For credit card chargebacks, the Fair Credit Billing Act generally gives you 60 days from when the statement containing the disputed charge was sent to you. For debit cards under Regulation E, the window can be shorter — as little as 60 days from the statement date, and even less for certain unauthorized transactions. Don't wait. The sooner you send your demand letter and contact your bank, the more options you have.
What if the subscription company is based outside the United States?
This complicates things, but it doesn't make you powerless. If you paid by credit or debit card, your card issuer's chargeback process still applies regardless of where the merchant is located. You can also report the company to the FTC, which shares information with international consumer protection agencies. A demand letter is still worth sending — it documents your good-faith effort to resolve the dispute before escalating.
Do I need a lawyer to send a demand letter?
No. A demand letter is something you can write and send yourself. It's not a lawsuit — it's a formal written request for resolution. That said, if the amount at stake is significant, if the company ignores you, or if you believe there are broader legal violations involved, speaking with a consumer protection attorney in Washington is a smart move. Many offer free initial consultations.