Call (844) NO-DISPUTESResponse Template for "Canceled Merchandise/Service"
Chargeback Response
Dear Recipient,
We are responding to the chargeback for transaction Transaction ID dated Transaction Date in the amount of Transaction Amount for cardholder Cardholder Name.
We respectfully dispute this chargeback claim of canceled merchandise/service. Service/Product Type Fulfillment Status as agreed upon at the time of purchase.
Transaction Details:
- Order Number: Order Number
- Purchase Date: Purchase Date
- Delivery/Service Method: Fulfillment Date
- Customer Email: Customer Email
Customer Phone Number (Optional)• Customer Phone: Customer Phone Number (Optional)
Evidence of Fulfillment:
Primary Evidence Type that Fulfillment Confirmation.
Secondary Evidence (Optional) Additional Evidence Details (Optional).
Cancellation Policy:
Our clearly stated cancellation policy requires Cancellation Policy Policy Location. The customer Customer Action.
Communication Attempt (Optional) Communication Details (Optional).
Supporting Documentation:
We are providing the following evidence to support our dispute:
- Document 1
- Document 2
Document 3 (Optional)• Document 3 (Optional)
Document 4 (Optional)• Document 4 (Optional)
Based on the evidence provided, we request that this chargeback be reversed as Conclusion. Additional Notes (Optional)
Thank you for your consideration.
Sincerely,
Your Name
Your Title
Company Name
Contact Phone (Optional)
Contact Email (Optional)
Cancellation disputes make up nearly 23% of all chargebacks, and each one costs businesses an average of $191 when you include merchandise loss, fees and the operational overhead that comes with it. Most of these disputes happen when customers say that they canceled a subscription, returned something or ended a service – but your records don’t match up. Maybe they called the wrong department, sent an email to an address that you don’t use anymore, or just forgot about your cancellation process. In either case, you’re left to prove that something didn’t happen as your money disappears.
What separates a win from a loss in these cases depends on how strong your records are. If your response is weak or incomplete, you lose automatically – which means you’re out of the transaction amount and the chargeback fees on top of it. Even worse, if you pile up too many cancellation chargebacks, your payment processor starts to wonder if there’s something wrong with your operations. Account reviews, processing rate increases of 0.5-2%, frozen funds – all of this can happen. But when your responses are backed up with solid records and show explicit cancellation policies alongside customer communications, your win rate can jump from 20% straight to 65% or higher.
A strong template makes sure you never leave out the important evidence that actually wins cancellation disputes. It walks you through what to include – timestamped cancellation policies, proof that the customer kept using the service after they claim that they canceled and records that show they acknowledged your terms. Templates also mean that your whole team deals with disputes the same way every time, so it doesn’t matter if someone’s been with you for years or just started last week. Everyone gives the dispute the same level of attention and detail. This consistency can cut your response prep time down from a few hours to less than 30 minutes.
This particular template focuses on what makes cancellation disputes different from other types. It includes sections built specifically for policy acknowledgments, usage logs after the cancellation request supposedly happened and communication records that prove when and how your customers learned about your cancellation process.