Writing a Chargeback Email to Customer [Free Sample]

Dispute The Chargeback?

The merchant has the option to contest the chargeback or not. He or she can just do nothing if they don’t wish to contest it. The consumer will receive their money back from the bank in this scenario, and the matter will be deemed resolved.

However, merchants should be informed that the merchant processing service may cancel their account if they receive chargeback demands totaling more than 2% of their overall processing volume in a 30-day period.

The merchant must send a Chargeback Adjustment Reversal letter within the time window specified in the Chargeback Debit Advice letter if they choose to contest the chargeback request in an effort to have it reversed.

The information and supporting materials needed by the merchant processing service to contest the chargeback request are listed on the form. 

Review The Information

In order to determine whether or not to reverse the chargeback, the merchant processor will examine the data provided by the merchant

The money taken from the merchant’s account will be reimbursed if the merchant processing service decides to reverse the chargeback.

Customers might also attempt to submit a false chargeback request. Merchants must have clear return policies that are communicated to customers in order to prevent this. 

According to the Chargeback Guide, this aids merchants in avoiding accountability for issues that are beyond their control.

Customers might attempt to cancel payments after an item has been dispatched, for instance.

Effective procedures are necessary to prevent chargeback requests that merchants cannot win from being made against them.

To persuade the customer to drop the dispute, the merchant may choose to send the customer a chargeback letter.

A sample chargeback letter to a consumer is shown below. A professional business letter should be used, and it should be sent by certified mail with a return receipt requested.