Call (844) NO-DISPUTESResponse Template for "Car Rental Damage Dispute"
Chargeback Response
Dear Recipient,
We are responding to the chargeback filed for transaction #Transaction Number dated Transaction Date in the amount of Disputed Amount.
We respectfully disagree with this chargeback as the charges are valid and properly authorized. The cardholder Cardholder Name entered into a rental agreement with our company on Rental Start Date for a Vehicle Make and Model.
Rental Agreement Details:
- Rental Agreement Number: Rental Agreement Number
- Pick-up Location: Pick-up Location
- Return Location: Return Location
- Rental Period: Rental Start Date to Rental End Date
Damage Assessment:
Upon return of the vehicle on Return Date, our staff conducted a standard inspection and discovered Damage Type that was not present at the time of rental.
The specific damage identified includes:
- Damage Description Line 1
- Damage Description Line 2
Additional Damage Description (Optional)
Supporting Documentation:
- Signed rental agreement showing acceptance of damage liability terms
- Pre-rental inspection report showing vehicle condition
- Post-rental inspection report detailing discovered damage
- Damage Documentation
- Itemized repair estimate from Repair Shop Name
Additional Supporting Document (Optional)
The cardholder was notified of the damage on Notification Date via Notification Method. Customer Response Details (Optional)
The damage charges of Damage Charge Amount are clearly outlined in our rental agreement terms, which the cardholder acknowledged and signed. The cardholder is responsible for any damage occurring during the rental period as per section Contract Section Reference of the agreement.
Based on the evidence provided, we request that this chargeback be reversed and the funds be returned to our account. The charges are legitimate, properly documented, and in accordance with the signed rental agreement.
Thank you for your consideration.
Sincerely,
Your Name
Your Title
Company Name
Contact Phone Number
Contact Email
Car rental damage chargebacks are a huge problem for the industry and they cost businesses more than $2 billion every year. Rental businesses only win about 31% of these disputes which is pretty bad when you think about how much documentation they have. What makes this really frustrating is that you have all of the proof you need. Inspection reports, photos, signed rental agreements – everything is right there in black and white. Yet customers still file these disputes and claim that the damage wasn’t their fault or that nobody told them about the charges. Every protocol was followed and everything was documented properly. And somehow you still find yourself having to defend valid damage claims that happened while the car was in the customer’s possession.
A well-written chargeback response can be worth thousands of dollars in recovered revenue and a bad one can cost you just as much. Rental businesses that send in disorganized or incomplete submissions have awful approval rates that tend to fall below 20%. Compare that to businesses that have well-organized documentation who see success rates above 65%. The financial loss is bad enough on its own. What’s worse is that repeated chargeback losses will get you put on watch lists by the card networks. Your processing fees can increase by as much as 1.5% and in the worst cases your merchant account could even get terminated. Every dispute that you lose also makes customers more likely to file another chargeback later which creates this expensive cycle that just continues repeating itself.
A specialized rental damage template gives you a real edge when you fight these disputes. First it presents your damage documentation in the exact order that card networks want to see for rental disputes. Second it points out the exact parts of your rental agreement that make the customer responsible for the damage which makes your case much stronger legally. Third it creates consistency across all your disputes and makes sure that every team member includes all of the needed evidence from pre-rental condition reports to repair estimates. The template has helpful dropdown menus for different damage types and notification methods and these details matter for dispute results in the rental industry. The format is designed to handle the special problems of rental damage disputes where you have to prove when the damage happened and that you properly notified the customer about it.