Refund Request FORM

The CWTS Refund Request Form is a fully editable, rebrand-ready form aligned to the Standards for RTOs 2025. Designed for RTO administrators and finance staff responsible for processing student refund applications, it provides a structured framework for receiving, assessing, approving, and recording refund requests in a way that is consistent, transparent, and auditable across all circumstances in which a student may be entitled to a refund of fees paid.
 
Your refund process is a consumer protection obligation as much as it is a financial management function. Students who have paid fees in advance and subsequently withdraw, defer, or find that their RTO is unable to deliver the training as agreed are entitled to a refund in accordance with your published refund policy. That policy must be applied consistently, and every refund decision must be documented with sufficient detail to demonstrate that it was assessed fairly and processed in line with your stated terms. An undocumented or inconsistently applied refund process creates consumer protection exposure, generates complaints, and is visible to ASQA as a financial management gap during audit.
 
This form provides a consistent, auditable process for refund request management across all programs and student cohorts your RTO services. It aligns to clause 4.3 of the Standards for RTOs 2025 and was developed in conjunction with the Financial Management Policy Procedure and the Fees and Refunds Policy Procedure. It includes the following:
 
Student identification and enrolment details fields
Refund reason and supporting circumstances recording section
Fees paid and refund amount calculation fields
Refund policy clause reference and eligibility assessment section
Approval authority sign-off and payment authorisation fields
Refund payment method and transaction confirmation recording for audit trail purposes
 
View more from our New RTO Quality Management System.