Chargeback dispute letter template

When disputing a chargeback, clarity and accuracy are key. Your letter should focus on presenting all relevant information concisely, while highlighting why the chargeback request is invalid. Make sure to include transaction details, communication history, and evidence that supports your case. A well-structured letter increases your chances of a successful resolution.

1. Clearly State the Dispute

Begin your letter by stating the specific charge or transaction being disputed. Include relevant details such as the transaction date, amount, and the chargeback reason provided by the customer or financial institution. This will ensure there is no ambiguity about the issue at hand.

2. Provide Supporting Documentation

Attach any documentation that proves the legitimacy of the transaction. This can include receipts, contracts, shipping information, or communication records with the customer. Each piece of evidence should clearly link to the disputed charge and strengthen your position.

3. Be Professional and Direct

While it’s important to be firm in presenting your case, maintain a polite and professional tone throughout your letter. Avoid emotional language or accusations. Stick to the facts and focus on the details that directly refute the chargeback claim.

4. Close with a Request for Resolution

End the letter by requesting a fair resolution based on the information provided. Indicate your willingness to provide further clarification if necessary. A clear and polite closing shows that you’re open to dialogue and eager to resolve the matter.