Call (844) NO-DISPUTESResponse Template for "Paid by Other Means"
Chargeback Response
To: Card Network
Re: Chargeback Response - Paid by Other Means
Transaction Date: Transaction Date
Transaction Amount: Transaction Amount
Order/Invoice Number: Order or Invoice Number
Dear Chargeback Department,
We are responding to the chargeback claim that the cardholder paid by other means. We respectfully dispute this claim and provide the following evidence that the transaction in question was the only payment method used for this Transaction Type.
Transaction Details:
- Cardholder Name: Cardholder Name
- Last 4 Digits of Card: Last 4 Card Digits
- Authorization Code: Authorization Code
- Transaction Status
Evidence Provided:
- The attached transaction receipt clearly shows payment was processed using the disputed card
- Our payment records confirm no other payment methods were used for this order
- Delivery Confirmation
- Customer Authentication Method during checkout
Additional Information:
Our records show this was a Customer History. The transaction was processed through our standard checkout system which prevents duplicate payments.
We have verified our accounting records and can confirm that no alternative payment methods (cash, check, wire transfer, or other credit cards) were received for this order. Additional Payment Search Details (Optional)
Customer Communication Details (Optional)
Based on the evidence provided, we request that this chargeback be reversed as the cardholder's claim of paying by other means is unsubstantiated. The disputed transaction represents the sole payment for the goods/services provided.
Sincerely,
Company Name
Contact Name
Contact Email
Contact Phones
A customer calls your store weeks after placing an order, swearing they paid with cash. Their credit card statement shows a charge they’re disputing and they keep insisting they “already paid some other way.” You know they didn’t – the records in your system make that obvious – but you’re still stuck trying to prove something that never even happened. These “paid by other means” disputes are especially frustrating because they question the basics of your operation and make it seem like you don’t even know how to track payments the right way.
If these disputes are handled poorly, the damage goes far past losing that single sale. A weak response leaves a paper trail that gives the impression you run messy books and it makes every future dispute much harder to win. Your win rate can drop below 20% without solid records, compared with 65% or more when you have complete evidence ready to send. The immediate financial loss hurts all on its own. But payment processors begin to tag your business as high risk and this can mean higher fees, rolling reserves or having your account shut down. These disputes also eat up large amounts of staff time as employees dig through records trying to prove what never happened in the first place.
A structured template changes your response strategy in three important ways. At first it boosts your credibility by laying out simple, organized arguments that show you run an organized business – which is important when you’re pushing back against claims that say the opposite. It also keeps your whole team on the same page, so no matter if it’s the newest hire or the office manager writing the reply, they’ll include every piece of proof that matters. Templates additionally help you keep detailed records of your defenses, creating a knowledge base that strengthens future replies and helps you spot patterns in false claims over time.
This particular template goes further than a simple denial and adds sections for payment reconciliation and accounting checks. It walks you through showing the safeguards that you already have in place and guides you as you document the absence of alternative payments – turning the tough job of proving a negative into a simple, step-by-step routine you can follow.