Call (844) NO-DISPUTESResponse Template for "Recurring Transaction Not Cancelled"
Chargeback Response
Re: Chargeback Case #Case Number
Dear Recipient,
We are writing on behalf of Business Name to formally dispute the chargeback filed under Case #Case Number. The cardholder alleges that a recurring charge of $Disputed Amount, processed on Transaction Date, was billed after their subscription or recurring service had been cancelled. After a thorough review of our records, we have determined this chargeback is not warranted and respectfully request that it be reversed.
SUBSCRIPTION AND TRANSACTION DETAILS:
- Cardholder Name: Cardholder Name
- Account or Subscription ID: Account or Subscription ID
- Product or Service: Product or Service Name
- Date of Enrollment: Enrollment Date
- Billing Cycle: Billing Cycle
- Recurring Charge Amount: $Recurring Charge Amount
DISPUTE EXPLANATION:
Primary Dispute Basis
CANCELLATION POLICY:
Our cancellation policy is made available to all customers Disclosure Method. The policy states the following: Summary of Cancellation Policy Terms. The cardholder acknowledged and accepted these terms on Date Terms Were Accepted.
SUPPORTING DOCUMENTATION:
The following documents are enclosed to support our position:
- Supporting Document 1
- Supporting Document 2
- Supporting Document 3
Additional Supporting Documents (Optional)
Based on the evidence provided, we maintain that the disputed charge of $Disputed Amount was valid and processed in full accordance with the recurring billing terms accepted by the cardholder. We respectfully request that this chargeback be reversed and the funds returned to our merchant account. Additional Closing Remarks (Optional)
Should you require any additional information or documentation, please do not hesitate to contact us.
Sincerely,
Representative Full Name
Representative Title
Business Name
Contact Email Address
Contact Phone Number (Optional)
Subscription and recurring billing disputes are some of the most common chargebacks merchants run into – and also some of the most preventable. The data shows that 34% of all chargebacks filed against subscription-based businesses come down to claims that a recurring charge continued after cancellation. In most cases, the customer never actually cancelled. They may have intended to, assumed they had or just forgot – and now you’re the one who has to prove it.
Without a well-organized response, these disputes are remarkably easy to lose. Banks like to side with cardholders when merchants can’t show that no cancellation occurred or that the charge fell within valid billing terms. Exceeding those thresholds means you’re looking at penalty fees, reserve holds or placement in expensive chargeback watch programs that can take months to exit. For subscription businesses where recurring revenue is the whole model, a pattern of uncontested chargebacks can quietly erode cash flow and processing stability.
- Evidence organization that matches what banks expect matters – issuers want to see enrollment dates, billing terms, cancellation policy disclosures and usage logs presented in a logical sequence – and a template makes sure nothing gets buried or missed.
- Consistency across your team matters too – if disputes are handled by one person or ten, a standardized format means every response meets the same quality bar which goes a long way toward cutting back on the errors that cost you winnable cases.
- Fast turnaround times are another factor – chargeback deadlines are strict and I’ve seen merchants lose strong cases just by missing the window. A ready-made framework lets you respond in hours instead of days and keeps you well within filing deadlines.
This template is built specifically around recurring billing disputes, with dedicated sections for cancellation policy disclosure proof, subscription activity logs and billing cycle timing – the three evidence categories that usually determine the outcome of “I cancelled but was still charged” claims.