Call (844) NO-DISPUTESResponse Template for "Expired Authorization"
Chargeback Response
Dear Recipient,
Re: Chargeback Response - Expired Authorization
Transaction Date: Transaction Date
Transaction Amount: Transaction Amount
Authorization Code: Authorization Code
Card Number (Last 4 Digits): Last 4 Digits
We are writing to dispute the chargeback filed for reason code Reason Code regarding the above-referenced transaction. We maintain that this transaction was properly authorized and processed in accordance with all applicable card network rules.
Authorization Details:
- The authorization for this transaction was obtained on Authorization Date at Authorization Time
- The authorization approval code Authorization Code was valid at the time the transaction was processed
- The transaction was completed Processing Timeframe of receiving authorization
- Our Processing System recorded the authorization as valid and active
Supporting Evidence:
We are providing the following documentation to support our position:
- Transaction receipt showing the authorization code and timestamp
- System logs confirming the authorization was valid when processed
- Additional Evidence Type
Additional Evidence Description (Optional)
Transaction Processing Confirmation:
The transaction was processed in compliance with Card Brand regulations. The authorization was active and valid at the time of settlement, which occurred within the required timeframe.
Additional Transaction Details (Optional)
Based on the evidence provided, we respectfully request that this chargeback be reversed in our favor. The transaction was properly authorized, and we have fulfilled all requirements for valid authorization at the time of processing.
Should you require any additional information or documentation, please contact us at Contact Email or Contact Phone.
Thank you for your consideration.
Sincerely,
Your Name
Title
Company Name
Expired authorization chargebacks are responsible for about $31 billion in losses every year, and what makes them especially frustrating is that roughly 65% of these disputes happen even when the transaction was actually processed during a valid timeframe. You got the authorization you needed, your payment system confirmed everything looked fine and you settled the transaction right away – but then the issuer turns around and claims the authorization had already expired. At that point, you’re stuck trying to prove what your records already show as you’re also trying to meet tight dispute deadlines.
When a chargeback like this lands on your desk, how you respond makes a huge difference in whether you keep that money or lose it. Quick responses that don’t have the right evidence succeed less than 20% of the time and it means that you’ll lose the sale amount and that you still have to pay the chargeback fees on top of that. But responses that are put together well and show valid authorization along with quick processing can win more than 70% of the time. The immediate loss is bad enough. But there’s more at stake than just one transaction. Multiple expired authorization chargebacks will put you into watchlist programs, drive your processing rates up by anywhere from 0.5% to a full percentage point and in worst-case scenarios, can even get your account shut down completely. Each card network also has its own authorization validity periods and its own requirements for what evidence they want to see – if you miss these specifics, you’re going to lose that dispute.
A solid template designed for expired authorization disputes gives you three big benefits that can change your results. First it walks you through how to present authorization timestamps, approval codes and processing dates in the exact right order that the card networks respond to. Plus it keeps you on track with the different requirements that each card network has – Visa usually gives you 7 days for most authorizations. But Mastercard’s timeframes change depending on what type of transaction you’re dealing with. On top of that templates cut your response time way down from a few hours to just a few minutes and also make your responses more accurate and it means that you can work through multiple similar disputes at once without starting from scratch each time.
This expired authorization template was built with the evidence requirements for each card brand already worked into it, and it includes dedicated fields for authorization codes, exact timestamps and records from your system logs. Most generic chargeback templates try to cover everything. With ours, we tried to zero in on the technical proof that actually gets these time-sensitive disputes overturned.