PropertyBoss is providing this resource to help with chargeback disputes. Please note that this information is for reference only—PropertyBoss is not authorized to assist with chargeback disputes. The details below are readily available through online searches.


Each credit card company has its own policies and procedures for handling chargebacks, so there is no single correct approach to disputing them. However, the key to a strong dispute is to provide a detailed, well-documented response that includes all relevant evidence supporting the validity of the payment.


TABLE OF CONTENTS


Guide to Successfully Dispute a Chargeback


A chargeback dispute requires strong evidence and a clear argument to prove the transaction was valid. Follow these steps to maximize your chances of winning:


1. Gather Strong Evidence

Provide as much supporting documentation as possible, including:

  • Transaction Details: Invoice, receipt, confirmation, and proof of payment.
  • Communication Records: Emails, messages, or call logs showing tenant interaction.
  • Terms & Conditions: Policies agreed to by the customer (e.g., application/lease documentation).


2. Understand the Chargeback Reason Code

Each chargeback has a reason code issued by the card network (Visa, Mastercard, etc.). Tailor your response to directly counter the claim (e.g., unauthorized transaction vs. non-receipt of goods).


3. Write a Clear and Professional Rebuttal Letter

  • Keep it concise and professional.
  • Address the specific reason for the chargeback.
  • Attach and reference your supporting evidence logically.


4. Submit Within the Deadline

Chargeback disputes have strict time limits. Submit your response promptly to avoid automatic loss. See the sample response letter below. 

 

Sample Chargeback Dispute Response Letter


Subject: Chargeback Dispute for Transaction #[Transaction ID]


Dear [Dispute Resolution Team],


I am writing to formally dispute the chargeback filed by [Cardholder’s Name] for the transaction #[Transaction ID] on [Transaction Date], in the amount of [Transaction Amount]. The chargeback was filed under the reason code [Reason Code] ([Reason Description]), which I believe is invalid based on the evidence provided below.


Transaction Details:

  • Customer Name: [Cardholder’s Name]
  • Transaction Date: [Date]
  • Amount: [Amount]
  • Payment Method: [Credit Card Type & Last 4 Digits]
  • Order/Invoice Number: [Invoice Number]


Supporting Evidence:

  1. Proof of Purchase: Invoice/receipt confirming the customer authorized and completed the transaction.
  2. Delivery Confirmation: [Tracking number and proof of delivery/signed receipt/screenshot of digital product access].
  3. Communication Records: Emails, chat logs, or call records demonstrating that the customer received the product/service without complaint.
  4. Terms of Service & Refund Policy: The customer agreed to our terms at checkout, which clearly state [relevant policy].


Based on this evidence, I respectfully request that the chargeback be reversed, as the transaction was valid and fulfilled as agreed. Please let me know if any additional information is required.


Thank you for your time and consideration. I look forward to a resolution in this matter.


Sincerely,
[Your Name]
[Your Business Name]



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