Chargebacks drain revenue and time, frustrating merchants in a system that often feels tilted toward customers. But emotions aside—your chargeback email plays a crucial role in resolving disputes.
Whether it leads to a resolution or acts as key evidence for the bank, an effective response is essential. In this guide, we’ll walk you through crafting a winning chargeback response email and share a template to help you succeed.
And with Disputifier, you can automate 99% of chargebacks, prevent disputes, and boost your win rate—without lifting a finger.
Overview of the Chargeback Process
A chargeback is a credit card transaction reversal initiated by the customer due to fraud, errors, or dissatisfaction with a product/service.
When filed, the merchant is notified and can dispute it by submitting evidence. If successful, funds are restored; if not, the chargeback stands, and the merchant loses the sale and the product or service involved.
Repeated chargebacks can lead to strained relationships with banks and payment processors, resulting in higher fees or even account termination. Preventing them is key, but since you're dealing with one now, let's focus on winning the dispute.
Why a Strong Chargeback Response Template is Important
Your chargeback email to the customer is a critical first step in resolving disputes. It’s your chance to address the issue, provide essential transaction details, and potentially resolve the dispute before it escalates.
A well-structured email can lead to the customer withdrawing the chargeback, saving you time, fees, and the hassle of formal disputes. Even if the customer continues with the chargeback, this email serves as documented proof of your efforts to resolve the issue in good faith—strengthening your position in any formal proceedings.
Now, let’s cover what to include in your chargeback email for the best chances of success.
Chargeback Response Templates to Try
Customers initiate chargebacks for many reasons. Some may not recognize the transaction (either due to forgetfulness or legitimate fraud), others may not have received their order, or perhaps they were dissatisfied with the products/services.
The key is tailoring your chargeback response email to the specific issue. Here are a few chargeback email templates to try:
Transaction Not Authorized
Items Not Delivered
Items Not As Described
Each template should be customized to reflect the specific details of the customer’s order and your company’s policies. Respond promptly and provide all necessary documentation to support your case.
But, there’s a better way—why handle disputes manually? when Disputifier can take care of it for you? With Disputifier, 99% of chargebacks are prevented or handled automatically. Save time and stress by letting us fight chargebacks for you!
How you can Automate Chargeback Management
Disputifier automates your chargeback management, giving you peace of mind and boosting profits without the need for manual intervention.
Our system prevents up to 99% of chargebacks by using Verifi™ and Ethoca™ alerts to refund transactions before they escalate, safeguarding your chargeback rate.
Our AI-powered fraud scanning analyzes hundreds of data points, accurately identifying fraudulent transactions and stopping up to 99% of fraud.
When disputes slip through, Disputifier boosts your win rate to up to 67%, far above the industry average of 20-30%.
Our tailored responses for each case and automated submission ensure you’re always prepared. With A/B testing and continuous refinement, we’re constantly optimizing your defense strategies.
We guarantee a 5X ROI, and you only pay when you win. Disputifier seamlessly integrates with all major payment processors and e-commerce platforms like Shopify and WooCommerce.
The Importance of a Strong Chargeback Response
Sending a chargeback letter to your customer is crucial in defending your business. Your response must be clear, concise, and supported with relevant evidence while maintaining a professional tone.
We’ve shared top chargeback response templates, offering clarity on how to proceed with your disputes. Always include specific details, documentation, and meet the necessary deadlines.
For even better results, automate the process with Disputifier. We’ll handle the emails, prevent 99% of chargebacks, and increase your chances of winning disputes.