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Understanding the VAT Refund Form: How to Fill It Correctly

Understanding the VAT Refund Form: How to Fill It Correctly

Blog / By Master Consultant

Filing a VAT refund application in Dubai can help businesses and tourists recover input VAT paid on eligible expenses. However, incorrectly filling out the VAT refund form is one of the most common reasons for refund delays or rejections. To ensure a smooth and successful VAT refund process, it is essential to accurately complete the VAT refund form with all necessary details and supporting documents. This blog provides a step-by-step guide to filling out the VAT refund form correctly, along with common mistakes to avoid.

Understanding the VAT Refund Form

The VAT refund form is an official document submitted to the Federal Tax Authority (FTA) by businesses and individuals seeking reimbursement for VAT paid on eligible purchases.
  • Businesses must submit their VAT refund applications through the FTA e-Services portal.
  • Tourists must validate their purchases and submit claims via the Planet Payment refund system.
The refund form requires key financial and business details, including transaction records, VAT invoices, and bank account details.

Step-by-Step Guide to Filling Out the VAT Refund Form

1. Log in to the FTA e-Services Portal (For Businesses Only)

  • Go to the FTA e-Services portal: https://eservices.tax.gov.ae.
  • Sign in using your Tax Registration Number (TRN) and password.
  • Navigate to the VAT refunds section and click on "New VAT Refund Request".

2. Enter Business or Personal Information

Fill in the applicant’s details as required in the form:
  • For Businesses:
Business name and TRN (Tax Registration Number). Trade license number (as registered with the FTA). Legal entity type (e.g., LLC, sole proprietorship, Free Zone company).
  • For Tourists:
Full name (as per passport). Passport number and country of residence. Nationality and UAE visit visa details.

3. Provide VAT Refund Details

This section requires you to enter specific details related to the refund request, including:
  • Total VAT amount paid (in AED).
  • VAT refund period (the tax period for which the refund is being claimed).
  • Eligible VAT expenses (imported goods, business expenses, etc.).

4. Attach Supporting Documents

Proper documentation is mandatory for a successful VAT refund claim. The required documents include:
  • Tax invoices (must include supplier VAT number, transaction details, and VAT breakdown).
  • Proof of payment (bank statements, receipts, or transaction confirmations).
  • VAT return filings (for businesses).
  • Import/export documents (for businesses dealing in international trade).
  • Tourist VAT refund receipts (for non-residents claiming VAT refunds on purchases).

5. Enter Bank Account Details for Refund Processing

For businesses, VAT refunds are credited to a UAE-based business bank account registered with the FTA.
  • Account holder’s name (must match business registration name).
  • Bank name and branch details.
  • IBAN (International Bank Account Number).
  • Swift code (for international businesses claiming VAT refunds).
For tourists, VAT refunds can be received via:
  • Cash refund at designated VAT refund counters.
  • Credit card refund (processed within 7–10 business days).

6. Review and Submit the VAT Refund Form

Before submitting, carefully review all entered details and attached documents.
  • Double-check the VAT refund amount.
  • Ensure all invoices match the claim.
  • Verify that bank details are correct to avoid refund rejections.
Once confirmed, submit the VAT refund form through the FTA portal (for businesses) or Planet Payment system (for tourists).

Common Mistakes to Avoid When Filling Out the VAT Refund Form

1. Incorrect Business or Personal Details

  • Entering wrong TRN, passport number, or business name can lead to rejections.
  • Solution: Carefully cross-check all personal and business details before submitting.

2. Mismatch Between VAT Refund Amount and Invoices

  • If the claimed VAT refund amount does not match invoices, the FTA may reject or request clarifications.
  • Solution: Ensure consistent VAT amounts in VAT returns, invoices, and refund applications.

3. Missing or Invalid Supporting Documents

  • Invoices missing supplier VAT numbers or illegible scanned copies may cause rejections.
  • Solution: Upload high-quality copies of invoices and supporting documents.

4. Errors in Bank Account Information

  • Entering incorrect IBAN or mismatched account names can delay refunds.
  • Solution: Double-check bank details before submitting the form.

5. Late Submission of VAT Refund Form

  • Businesses must file VAT returns before submitting a refund claim.
  • Solution: Submit refund requests within the allowed refund period to prevent rejection.

How Young and Right Can Help

Filing VAT refund forms can be complex, and even small mistakes can lead to rejection. Young and Right provides expert VAT consultancy services to ensure businesses and tourists accurately complete their VAT refund applications and receive refunds quickly.

1. VAT Refund Form Assistance

  • Guiding businesses through the VAT refund process step by step.
  • Reviewing and correcting refund forms before submission.
  • Ensuring compliance with FTA VAT regulations to prevent errors.

2. Document Verification and Compliance Support

  • Checking tax invoices and receipts for VAT refund eligibility.
  • Organizing and preparing supporting documents for a smooth refund process.
  • Verifying VAT return filings to ensure refund claims are accurate.

3. VAT Refund Appeals and Dispute Resolution

  • Handling rejected VAT refund claims and submitting appeals.
  • Liaising with the FTA to resolve refund issues.
  • Representing businesses in VAT audits to prevent compliance penalties.

4. Fast-Tracking VAT refunds

  • Minimizing processing delays by ensuring all VAT refund applications are accurate.
  • Tracking VAT refund claims and updating businesses on their refund status.
  • Providing long-term VAT Compliance services to avoid future refund issues.
With Young and Right, businesses and tourists can ensure a seamless VAT refund process and maximize their refund success rate.

Conclusion

Filling out the VAT refund form correctly and completely is crucial for businesses and tourists seeking VAT refunds in Dubai. Errors in the application, missing documents, or incorrect bank details can lead to delays or outright rejection. By following this step-by-step guide and avoiding common mistakes, businesses and tourists can ensure their VAT refund applications are processed quickly and without issues. For expert VAT refund assistance, Young and Right offers professional VAT consultancy services, ensuring accurate submissions, faster refunds, and full compliance with UAE tax laws.

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