Call (844) NO-DISPUTESResponse Template for "Surcharge/Fee Dispute"
Chargeback Response
Dear Recipient,
Re: Chargeback Response - Reason Code
Transaction Reference: Transaction ID
Cardholder Name: Cardholder Name
Transaction Date: Transaction Date
Transaction Amount: Original Transaction Amount
Disputed Fee Amount: Disputed Fee Amount
We are responding to the chargeback filed regarding the above transaction. We respectfully dispute this chargeback and provide the following evidence:
Fee Disclosure and Authorization:
- The Fee Type of Fee Amount was clearly disclosed to the customer Disclosure Method
- The customer Acceptance Method before the transaction was processed
- Our fee disclosure Compliance Status
Supporting Documentation Enclosed:
- Screenshot of fee disclosure at point of Disclosure Point
- Copy of our terms and conditions clearly stating fee structure
- Transaction Record showing itemized charges
Additional Evidence Description (Optional)
Fee Justification:
The fee in question Fee Purpose. Detailed Fee Justification (Optional)
Based on the evidence provided, we request that this chargeback be reversed as the fee was properly disclosed and authorized by the cardholder prior to completing the transaction.
Additional Comments or Context (Optional)
Should you require any additional information or documentation, please contact us at Contact Email or Contact Phone.
Sincerely,
Your Name
Your Title
Company Name
Date: Current Date
When you lose surcharge disputes like this, it sets off a chain reaction. The lost sale is the tip of the iceberg. Poor documentation can really hurt you – it causes an 82% loss rate on these kinds of chargebacks. Every time you lose one of these disputes, it gets added to that chargeback ratio, and if the ratio climbs too high, you might find yourself in oversight programs that carry monthly fines of $25,000 or more. Merchants who take the time to carefully document their fee disclosures and actually follow the card network surcharge laws see approval rates climb above 70%. The main difference is usually all about how you present evidence in just the format that banks want to see.
Different card networks have their own particular surcharge laws that you need to follow. Visa caps theirs at 4%, and some states don’t allow surcharges at all. With templates, the response will cover all of the exact compliance laws that apply to your situation.
Banks want to see your fee disclosures, proof that the customer accepted them, and your terms laid out in a very particular order. Templates help make sure your important screenshots don’t get lost in long explanations that nobody wants to read. When you respond the same way every time, it builds a paper trail that proves you have standard disclosure practices in place. This matters a lot if your disputes move on to stages beyond chargebacks.
This template covers all five main surcharge dispute reason codes, with sections for whatever disclosure approach you used and the customer acceptance proof that actually wins these cases. It walks you through the exact types of evidence that you need – everything from checkout screenshots to terms acknowledgments – that the card networks ask for as they are looking over fee-related disputes.