# Subscription refund and billing case log

> Free editable planning resource. Adapt it to the real situation and current official requirements. It is not medical, legal, tax, financial, insurance, safety, or other professional advice.

## What this template is for

Organize transaction evidence, cancellation chronology, policy basis, merchant contacts, payment escalation, deadlines, decision, and refund settlement.

Best use: Open one record for every unresolved post-cancellation charge or refund request.

## How to use it

1. Duplicate this file and name the working copy for the specific person, vehicle, household, trip, club, or account.
2. Define the decision, responsible owner, source evidence, and review date before filling optional details.
3. Mark an item as unknown when it has not been verified; do not turn an assumption into a fact.
4. Attach or link the trusted source document without storing passwords, full payment details, or unnecessary sensitive information.
5. Review the completed record with everyone responsible for the decision and preserve the revision history.

## Working record

| Field | Entry | Source or evidence |
| --- | --- | --- |
| Service and account |  |  |
| Transaction and amount |  |  |
| Issue summary |  |  |
| Cancellation or policy evidence |  |  |
| Merchant contact chronology |  |  |
| Case number |  |  |
| Payment-provider deadline |  |  |
| Requested resolution |  |  |
| Decision |  |  |
| Refund settlement |  |  |

## Decision and follow-up

- Decision or current status:
- Responsible person:
- Open question or exception:
- Next action:
- Due date:
- Review trigger:
- Last reviewed:

## Quality check

- [ ] The record identifies the exact subject and time period.
- [ ] Amounts, dates, measurements, and status come from named sources.
- [ ] Assumptions and unknowns are visibly different from verified facts.
- [ ] Private or regulated information is limited to what the task requires.
- [ ] A second person can understand the decision without a separate message thread.
- [ ] The next action, owner, and review trigger are explicit.

## Frequently asked questions

### What is this template for?

Organize transaction evidence, cancellation chronology, policy basis, merchant contacts, payment escalation, deadlines, decision, and refund settlement.

### Who should complete it?

The person closest to the source information should draft it, and the person accountable for the decision should review it.

### When should it be updated?

Update it after a material change, new source document, completed action, or exception. Keep the prior decision visible when the history matters.

### What evidence should be attached?

Use current official records, receipts, measurements, confirmations, policies, or clinician or professional instructions that directly support the entry.

### Does a completed template make the final decision?

No. It organizes evidence and follow-up. Use qualified professional help when safety, health, legal, tax, financial, insurance, or other specialized consequences are material.