Refund Policy
PetESALetter.com – Clinical & Psychological Assessment Services
Operated by VeriMedix LLC
Last Updated: February 21, 2026
Introduction
PetESALetter.com (operated by VeriMedix LLC) is committed to providing fair and transparent refund and cancellation rules for all clinical and psychological assessment services, including Emotional Support Animal (ESA) evaluations and letters, Psychiatric Service Dog (PSD) assessments, housing accommodation assessments, mental health assessments, ADHD assessments, anxiety assessments, and related services.
This Refund and Cancellation Policy is incorporated into our Terms and Conditions and applies to all Services purchased through PetESALetter.com.
Note: For refund policies related to medical billing and revenue cycle management services for healthcare providers, please refer to the separate Refund and Cancellation Policy at www.VeriMedix.com.
1. Cancellations and Rescheduling
1.1 Cancellations Made More Than 24 Hours in Advance
If you cancel or request to reschedule your scheduled appointment at least 24 hours (or more) before the scheduled appointment time, you will be eligible for:
A full refund to your original payment method, OR
A credit to reschedule your appointment at a later date at no additional charge (your choice)
To cancel or reschedule, please contact us:
Phone: (470) 887-9106
Email: [email protected]
1.2 Cancellations Made Within 24 Hours of the Appointment
Cancellations made within 24 hours of the scheduled appointment start time are not eligible for a refund.
At our sole discretion, we may offer one courtesy reschedule in exceptional circumstances (such as documented medical emergencies or unforeseen events).
1.3 No-Shows
If you do not attend your scheduled appointment and do not notify us in advance, the session will be treated as a no-show.
No-shows are non-refundable and are not eligible for rescheduling.
2. Refunds for ESA/PSD and Clinical Assessments
2.1 “No Qualification – Refund Eligible” Policy
For ESA letter evaluations and PSD assessments offered through PetESALetter.com, we offer the following “No Qualification – Refund Eligible” policy:
If, after completing your clinical assessment, the licensed mental health professional determines that you do not meet clinical criteria for an ESA or PSD letter, you may be eligible for a full refund of the assessment and letter fee.
Important conditions:
The refund applies only to the assessment and letter fee
Administrative fees, booking fees, or consultation fees (if separately itemized) may not be refundable
You must request the refund within 7 days of receiving notification that you do not qualify
The clinician’s determination is final and is based on their independent professional judgment, licensing standards, and applicable law
To request a refund under this provision:
Email: [email protected]
Phone: (470) 887-9106
Include your full name, appointment date, and clinician name
2.2 Other Clinical Assessments (ADHD, Anxiety, Mental Health, etc.)
For ADHD assessments, anxiety assessments, mental health assessments, behavioral health assessments, and other non-ESA/PSD services:
Fees are generally non-refundable once the assessment has been completed and a clinical report or documentation has been prepared and delivered (or made available) to you.
These fees reflect the clinician’s professional time, evaluation, clinical judgment, and preparation of documentation.
If you do not qualify for a particular diagnosis, that is a clinical outcome and does not entitle you to a refund (unless a specific “no diagnosis – refund” guarantee was offered for that particular service, which will be clearly stated at booking).
2.3 If Your ESA/PSD Letter Is Rejected by a Third Party
We do NOT guarantee that any landlord, property manager, housing authority, airline, school, employer, or other third party will accept your ESA letter, PSD documentation, or housing accommodation assessment.
Each third party may apply its own policies, verification procedures, and legal interpretations, which are beyond our control.
Third-party rejection is not, by itself, grounds for a refund, as acceptance depends on factors outside of our control.
Our letters and assessments are prepared by licensed mental health professionals in accordance with applicable laws (including the Fair Housing Act in the United States, where applicable), but we cannot control how third parties review, verify, or apply them.
3. Once Services Are Rendered
Once a clinical assessment has been completed and any letter, report, or clinical documentation has been prepared and delivered (or made available) to you, the fee is generally non-refundable, as it reflects the licensed clinician’s professional time, evaluation, clinical judgment, and documentation.
Exceptions:
“No Qualification – Refund Eligible” policy for ESA/PSD assessments (Section 2.1 above)
Billing errors or duplicate charges (Section 6 below)
Provider-initiated cancellations (Section 4 below)
4. Provider-Initiated Cancellations
4.1 Cancellation by PetESALetter.com
If we must cancel your scheduled appointment and are unable to provide a reasonable alternative appointment time that works for you, you will receive a full refund for that session.
4.2 Technical or Platform Issues (Our Side)
If a technical issue, platform failure, or system error on our side prevents your scheduled session from occurring or being completed, we will either:
Reschedule your appointment at no additional cost, OR
Issue a full refund to your original payment method
5. Technical or Access Issues (Client Side)
If you experience technical difficulties on your side (such as internet connectivity issues, device malfunctions, software incompatibility, or lack of a private environment) that prevent the session from being completed:
We may offer one courtesy reschedule at no additional fee, at our sole discretion.
Repeated technical issues on your side, or failure to test your technology setup in advance of your appointment, may be treated similarly to a late cancellation or no-show under Section 1.2 or 1.3 above.
We strongly recommend testing your video/audio connection, internet speed, and device compatibility before your scheduled appointment.
6. Refunds for Duplicate Charges or Billing Errors
If you believe you have been charged in error, charged twice for the same service, or charged an incorrect amount, please contact us immediately:
Phone: (470) 887-9106
Email: [email protected]
We will investigate and, if a billing error is confirmed, issue a refund to your original payment method within 5–10 business days, depending on your bank or card issuer.
7. How to Request a Refund
All refund or cancellation requests must be submitted to us in writing:
By email: [email protected]
By phone: (470) 887-9106 (followed by written confirmation if requested)
Please include the following information in your request:
Your full name
Date and time of your scheduled or completed appointment
Service type (e.g., ESA letter evaluation, ADHD assessment, housing accommodation assessment)
Reason for your refund request
Your preferred refund method (if applicable)
Time Limits for Refund Requests
ESA/PSD “No Qualification” refunds: Must be requested within 7 days of receiving notification that you do not qualify
All other refund requests: Must be submitted within 30 days of the original appointment date or service delivery date
Requests submitted after these time limits may not be processed.
8. Refund Processing Time
Approved refunds will be processed to your original payment method within 5–10 business days of approval.
Please note that depending on your bank or credit card issuer, it may take an additional 3–7 business days for the refund to appear in your account.
9. Chargebacks
If you initiate a chargeback or payment dispute with your bank or credit card issuer without first contacting us to resolve the issue, we reserve the right to:
Dispute the chargeback and provide evidence of service delivery, appointment attendance, and this Refund and Cancellation Policy
Suspend or terminate your access to future Services
We strongly encourage you to contact us directly at (470) 887-9106 or [email protected] to resolve any billing or service concerns before initiating a chargeback.
10. Non-Refundable Items
The following are non-refundable under any circumstances:
Completed clinical assessments where documentation (letter, report, clinical notes) has been delivered to you (except as provided under “No Qualification – Refund Eligible” policy for ESA/PSD assessments)
Administrative fees or processing fees (if separately itemized and disclosed at the time of purchase)
Services where you qualified and received the requested letter or documentation
No-shows and late cancellations (within 24 hours of scheduled appointment)
Third-party rejections of ESA/PSD letters or other documentation
11. Changes to This Policy
VeriMedix LLC reserves the right to update or modify this Refund and Cancellation Policy at any time, in its sole discretion. The “Last updated” date at the top of this document will reflect the latest revision.
Your continued use of PetESALetter.com Services after any changes are posted constitutes your acceptance of the revised policy.
We encourage you to review this policy periodically.
12. Contact Information
If you have questions about this Refund and Cancellation Policy, or wish to request a refund or cancellation, please contact us at:
PetESALetter.com
Operated by VeriMedix LLC
Phone: +1 (470) 887-9106
Email: [email protected]
Address: Conover, North Carolina, United States
Website: www.PetESALetter.com
For medical billing and revenue cycle management services for healthcare providers, please visit www.VeriMedix.com.
