Call (844) NO-DISPUTESResponse Template for "Voice Authorization"
Chargeback Response
Dear Recipient,
We are responding to the voice authorization chargeback for transaction Transaction ID dated Transaction Date in the amount of Transaction Amount.
We obtained proper voice authorization for this transaction as follows:
- Authorization Code: Authorization Code
- Date/Time of Authorization: Authorization Date and Time
- Issuing Bank Representative: Bank Representative Name
- Authorization Method
The transaction was processed in accordance with card network regulations because Authorization Reason.
Our records show that:
- The cardholder Card Presence at the time of purchase
- We followed all required voice authorization procedures
- The authorization was approved by the issuing bank before completing the transaction
- Customer Verification
Additional Authorization Details (Optional)
We have attached supporting documentation including Primary Evidence demonstrating that proper authorization was obtained. Additional Evidence Description (Optional)
Based on the evidence provided, we respectfully request that this chargeback be reversed as we obtained valid authorization from the issuing bank prior to processing the transaction.
Additional Comments (Optional)
Sincerely,
Your Name
Your Title
Company Name
Contact Phone Number
Contact Email
What makes voice authorization chargebacks so backwards is that merchants who actually take the time to follow the right procedures tend to end up worse off than the ones who just process everything without a second thought. You’re asking the bank to take your word over their own internal records when you can’t back up your story with strong enough documentation.
I see merchants send in weak replies that end up losing automatically because banks rarely acknowledge verbal authorizations without concrete evidence to back them up. But when you send a well-documented response that includes simple authorization codes, exact timestamps, and the names of the representatives you spoke with, banks usually dig into their own call logs and reverse the chargeback all the way.
A structured template makes sure that you’re capturing all the details you need to show that your case was legitimate. This gives you a steady paper trail that any member of your staff can follow during voice authorization calls and means that you won’t be struggling months later trying to reconstruct what happened during that phone conversation.
Templates also do a great job of training your team on the points that they need to write down during authorization calls – details like representative names, reference numbers, and the particular reasons that the transaction got flagged become automatic habits instead of details that they might forget.
This template comes with helpful dropdowns that automatically adjust based on your particular authorization situation – floor limit problems, offline terminal troubles, or suspicious transaction flags. What makes it so useful is how it presents your voice authorization evidence in the exact format that the card networks look for in their documentation laws. Instead of turning your dispute into a “he said, she said” scenario that banks like to dismiss, you walk away with solid proof that you followed the correct authorization procedures.
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