You're staring at a bank statement with a charge you know you didn’t authorize. Maybe it’s a recurring subscription you canceled, or a mystery charge from a company you’ve never heard of. You call your bank, but now they’re asking for a written chargeback letter.
What is it, what should it say, and how do you make sure it actually works?
Here’s how to write a chargeback letter to your bank that gives your dispute the best possible shot.
What Is a Chargeback Letter?
A chargeback letter is a written request sent to your issuing bank to dispute an unauthorized or incorrect transaction. It’s often needed when verbal requests (via customer service or app) aren’t enough. Banks might ask for a physical or digital letter to document the issue for their records and for the card network.
This type of letter typically includes:
- A clear explanation of the dispute
- The transaction date and amount
- Merchant name
- Any proof you have (like emails or screenshots)
It’s part of a formal process under Regulation E (for debit cards) and Regulation Z (for credit cards), giving you the right to challenge certain charges within specific timeframes.
When Should You Send One?
You should send a chargeback letter to your bank if:
- You’ve been charged for something you didn’t buy
- You canceled a subscription, but are still getting charged
- You never received what you paid for
- The product arrived broken or not as described
- The charge was duplicated
Always try to resolve things with the merchant first. But if that fails—or you suspect fraud—your bank needs written documentation to escalate the claim.
How to Write a Chargeback Letter to Your Bank
Here’s what to include in your chargeback letter:
1. Your Contact Details
Name, address, phone number, and email.
2. Account and Transaction Info
Include your card type, last four digits, date of transaction, amount, and merchant name.
3. Why You’re Disputing the Charge
Be specific. Mention dates, what went wrong, and what actions you have already taken (like contacting the merchant).
4. What You’re Requesting
Clearly state that you are requesting a chargeback and a reversal of the charge.
5. Attachments
Add any screenshots, receipts, emails, shipping confirmation, or proof of cancellation.
Sample Chargeback Letter:
Subject: Dispute of Unauthorized Charge on [MM/DD/YYYY]
Dear [Bank Name],
I am writing to formally dispute a charge on my [credit/debit] card ending in [XXXX]. On [date], a charge of $[amount] was posted from [merchant name]. I did not authorize this transaction.
I contacted the merchant on [date], but they have not resolved the issue. I have attached relevant documentation, including [list of attachments].
Please consider this letter as a formal request to initiate a chargeback and credit my account for the disputed amount.
Sincerely,
[Your Name]
[Contact Info]
How to Submit the Letter
Most banks accept letters via:
- Online portals or secure messaging
- Physical mail
- In-person branch visits
Call your bank to ask where and how to send the letter. Ask for a case or reference number if available.
What Happens After You Submit?
Once your bank receives the letter, they’ll typically:
- Acknowledge receipt
- Launch an investigation (sometimes issuing a temporary credit)
- Contact the merchant for a response
- Notify you of the outcome within 30–90 days, depending on the card network and bank policy
For fraud cases, banks often resolve faster. But if it's a billing or delivery issue, expect more back and forth.
Tips to Strengthen Your Case
- Act fast: Most chargebacks must be filed within 60 days of the statement date.
- Be specific: Vague letters delay processing.
- Save everything: Documentation is your strongest weapon.
- Follow up: If you don’t hear back in 10–14 days, call again.
FAQ: How to Write a Chargeback Letter to Bank
How long do I have to file a chargeback?
For credit cards, 60 days from the statement date (under Regulation Z). For debit cards, typically 60 days from the transaction date (under Regulation E).
Do I have to send a physical letter?
Not always. Many banks accept digital versions or secure online forms. But always ask your bank first.
What if my bank rejects my chargeback?
You can ask for an appeal or file a complaint with the Consumer Financial Protection Bureau (CFPB) if you believe the bank mishandled your case.
Can I get in legal trouble for filing a chargeback?
No, as long as your claim is legitimate. Fraudulent chargebacks, however, can result in your account being closed or flagged.
Final Thoughts
A chargeback letter to your bank can be your best tool when a merchant doesn’t play fair, or when you’re facing flat-out fraud. Keep it clear, factual, and timely. Your bank needs information, not emotion. Give them everything they need to make the right call.
Businesses Keep Getting Hit With Bank Disputes? We Can Help.
If your business is constantly fielding chargebacks and unexpected bank disputes, it’s time to take action. Chargeblast helps streamline dispute detection and automate your chargeback response process—before things spiral into costly losses.
Whether it’s friendly fraud, failed billing, or unrecognized transactions, we equip you with the tools to prevent, fight, and win chargebacks at scale. Want to see how dispute alerts and automation can level up your defense? Book a demo today or explore Chargeblast on your terms—we’re here when you’re ready.
