How to Fight Credit Card Transaction Disputes?

When a brick-and-mortar business accepts credit or debit card payments for its products or services signature is collected from the customer and the customer is ordinarily physically present to present their card for payment. Having a signature is the merchant’s proof that the customer authorized payment, that the product or service was received and the customer was initially satisfied with their purchase. But, when an eCommerce business receives payment for an online order, cardholder verification, proof of delivery and customer satisfaction is more difficult because there has been no visual card examination or in-person customer contact with a written signature authorization. These are defined as card-not-present transactions.

Customers who use credit and debit cards to make online purchases have an advantage over other customers because they can contact the bank who issued their card and ask for their money back when they are unhappy with a purchase, without first contacting the merchant. There are a variety of reasons for transaction disputes and cardholders have 60 days in which to file a dispute.

As soon as a cardholder disputes a transaction, one of two things will happen: the issuing bank will make a retrieval request or initiate a chargeback.

A retrieval request is when an issuing bank contacts a merchant to obtain information about a transaction before initiating a formal chargeback case. This is an issuing bank’s first attempt to settle a dispute and can be accomplished via email or over the phone through a conference call with the customer and the merchant. During this process, the merchant is given an opportunity to explain why the transaction is valid.Unfortunately, the retrieval process is not often used because customers are reluctant to confront a merchant over the phone.

When issuing banks initiate chargebacks, five participants play a role in the resolution process:

merchant bank: The bank sponsoring a merchant account that gives a merchant the ability to accept credit and debit card payments.

Cardholder: A person issued a credit or debit card who has questioned the validity of a transaction to their issuing bank. This is ordinarily the customer who purchased products or services online.

Issuing Bank: The bank, from whom the credit or debit card used in a transaction was obtained, who initiates chargeback cases and requests provisional credits from merchant banks.

Merchant: The online business from whom a purchase was made by a cardholder.

Payment Processor: A company chosen by a merchant to handle their credit and debit card transactions.

Successfully fighting a chargeback demands knowledge of the rules and regulations set out by card brands, banks and payment processors, plus chargeback reason codes. Each card brand has their own chargeback reason codes, which define the general justification a customer has for filing a chargeback and helps merchants know what documentation is required to validate transactions.