A chargeback is a request for a refund by a cardholder through their bank or credit card company. It can occur for a variety of reasons, including fraudulent activity or dissatisfaction with a product or service.
A business can submit a chargeback rebuttal letter to dispute a chargeback when it receives a chargeback notification. Here’s what you should know about writing a dispute letter and a template to start. Important points to consider in a chargeback rebuttal letter Have an understanding of the reason for the chargeback:
It’s important to understand the reason for the chargeback before you start writing your letter. You will need to provide proof that the transaction was legitimate if it is due to fraudulent activity. If it’s due to a problem with the product or service, you’ll need to explain your side of the story and provide evidence to back up your claim.
Be Professional: Your chargeback rebuttal letter should be professional and to the point. Avoid using emotional language or making accusations. Stick to the facts. Provide evidence to support your claims.
Provide supporting evidence: When disputing a chargeback, evidence is crucial. Include proof of delivery, a signed contract, customer communications, or any other documentation that supports your position.
Keep it concise: Keep your chargeback dispute letter short and to the point. Be sure to address the reason for the chargeback and provide evidence to support your position. Avoid including unnecessary information or tangents.
Chargeback rebuttal letter template Download
Template for a chargeback rebuttal letter
[Your Name]
[Your Company Name]
[Your Address]
[City, State Zip Code]
[Your Phone Number]
[Your e-mail address]
[Date]
[Name of Card Issuer]
[Address]
[City, State, Zip Code]
Re: Chargeback Dispute Dear Sir/Madam,
I am writing to you regarding the Chargeback Notice I received from [Card Issuer Name] regarding Transaction [Transaction ID]. For the following reasons, I dispute this chargeback: [Insert reasons for dispute].
Enclosed is [insert supporting documentation such as proof of delivery, signed contract, or customer communication] in support of my position. I respectfully request your review of the evidence and reversal of the chargeback.
Thank you for your consideration of this matter.
Sincerely,
[Your Name].
Additional Tips
To avoid missing the rebuttal deadline, submit your chargeback dispute letter as soon as possible. Follow up with the credit card company to make sure they received your letter and to find out the status of the chargeback dispute. You may be able to appeal if the card issuer denies your dispute.
For the specific appeal process, contact the card issuer. To sum up, writing a chargeback dispute letter can be a daunting task, but it’s important to provide evidence to support your position and to be concise and professional in your communication. Customize it to fit your specific situation using the template above as a starting point.
Don’t forget to include any supporting documentation. Follow up with the card issuer to ensure a timely resolution.
