Chargeback Rebuttal Letter

A chargeback rebuttal letter acts as the foundational document in a chargeback representment package submitted by a merchant to dispute a chargeback. This letter is essentially a concise, persuasive argument presented by the merchant, outlining why the chargeback filed by the customer should be reversed. The rebuttal letter should clearly summarize the key points of the merchant’s argument, linking them to the supporting evidence provided in the package, such as transaction receipts, signed agreements, communications with the customer, and any other relevant documentation.

The purpose of the rebuttal letter is to provide the bank or the card network with a clear and logical explanation of why the merchant believes the chargeback is unfounded. It should succinctly address the specific reasons for the chargeback as indicated by the chargeback reason code, and demonstrate, with evidence, how the merchant has met all the necessary criteria and conditions of the transaction.

It is critical for the rebuttal letter to be well-organized and compelling, as it sets the tone for the rest of the representment process. Merchants are advised to keep the letter to one page if possible, ensuring it is straightforward and focused. This not only aids in conveying the merchant’s points more effectively but also respects the time of those reviewing the case. A well-crafted chargeback rebuttal letter can significantly influence the outcome of the dispute resolution process in favor of the merchant.