Call (844) NO-DISPUTESResponse Template for "Late Presentment"
Chargeback Response
Dear Issuing Bank,
RE: Chargeback Dispute - Late Presentment
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 reason code Reason Code for late presentment. We respectfully disagree with this chargeback and provide the following evidence:
- The transaction in question was authorized on Authorization Date and was presented for settlement on Settlement Date, which is within the required Presentment Timeframe timeframe per card network regulations.
- Our records indicate that the transaction was processed through our Payment Processor payment system and was successfully batched for settlement within the allowable timeframe.
- The cardholder Transaction Type on the date specified and the transaction was legitimate and authorized.
Additional Transaction Details (Optional)
We have attached the following supporting documentation:
- Transaction receipt showing the authorization date and time
- Settlement batch report confirming timely presentment
- Authorization approval record
Additional Documentation Description (Optional)
Based on the evidence provided, we request that this chargeback be reversed as the transaction was presented within the required timeframe according to Card Network regulations.
Thank you for your consideration of this matter.
Sincerely,
Your Name
Your Title
Company Name
Phone Number (Optional)
Email Address (Optional)
Late presentment chargebacks are actually responsible for billions of dollars in merchant losses each year. What makes this especially painful is that most of these transactions were legitimate in the first place. You did everything right with the sale and got the right authorization from the card network. You delivered what the customer ordered. Yet somewhere in between the card swipe and the final settlement process, the timing went wrong. Maybe your payment processor experienced a technical glitch that delayed everything. Or your batch didn’t close the way it was supposed to at the end of the day. You might not have even known that each card network has its own presentment window. Some give you just 1 day and others allow as many as 30 days.
What really gets me about these chargebacks is that fraud has nothing to do with them. Customer disputes aren’t the problem either. We’re talking about purely technical violations where the issuing bank says you were late submitting the transaction for payment. High-volume merchants have it especially rough because one single batch failure can set off dozens of these late presentment chargebacks literally overnight. Each one costs you anywhere from $20 to $100 in fees. And of course you also lose all that revenue from the original sale.
Without the right documentation in hand, you’re certain to lose any dispute over these chargebacks. Banks demand very particular types of proof to even look at your case. You need authorization timestamps that show when the transaction occurred. You need batch reports from your processor. You need settlement confirmations from your payment bank. All these documents have to match up to prove that you actually met their deadline. Missing even one piece of evidence or submitting something in the wrong format means the bank will reject your dispute automatically. Even worse is when you keep getting hit with late presentment issues. The card networks will eventually flag you as a high-risk merchant. At that point you’re looking at much higher processing fees or they might even terminate your account altogether.
A structured template makes all the difference when you handle these disputes:
- With the right template, you’ll automatically include every timestamp and system report that banks need. And you’ll format everything the way they want to see it.
- Without a template, it’s way too simple to forget something critical. You might forget to specify which card network’s requirements apply to your particular case.
This matters because Visa gives you 5 days to present transactions as some Amex transactions have to be presented the very next day! Templates also help to keep your record-keeping organized across all your disputes. When your records are organized in the right way, you can find patterns in your batch processing problems. When you find these patterns, you can fix them before they cause even more chargebacks later.
The template covered here addresses all the different presentment windows for every big card network out there. There are dedicated fields for all the technical evidence that you need to actually win these disputes. We’re talking about processor batch reports that show when transactions were submitted. Authorization codes that prove you received approval at the right time. Settlement confirmations that show you followed all the requirements. Every piece of evidence that banks want to see is built right into this template.