Report on an application for refund

Please help me improve the following report regarding an application for refund. Thank you.

Michael Dawson, aged 12, booked the tennis court No.3 of our Eminent Playground from 0700 - 0800 on 23.09.2016 through internet in the night of 22.09.2016 and the payment was settled at the same time.

This office received a letter regarding an application for refund from Fiona Dawson, the mother of Michael, on 23.09.2016. Fiona claimed that she was on behalf of her son to make the above application as her son was forced to be unable to take up the reserved tennis court as he was suffering from a headache in the morning of 23.09.2016 and she added that her son didn't go to see a doctor at that time since headache was not a serious illness and as our online booking user, she and her son had tried several times to cancel the booking through the internet from 0000-0300 on 23.09.2016 but ended up in vain.
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After confirmation with our computer section on 30.09.2016, it revealed that Fiona Dawson and her son did try to log in our computer system at 0026 on 23.09.2016, appearing to cancel the tennis court they reserved. Moreover, there is indeed a limitation on our online booking system as all online booking system users can only cancel their booking through internet after 0700 the next day following the settlement of the required payment. In view of the above findings, we recommended to provide a refund to Michael Dawson as our computer system loophole restricts him from making a timely cancellation of booking.