Chargeback Request Letter: Free Template and What to Include

If you need to request a chargeback from your bank or credit card provider, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong chargeback request should include.

What this letter needs to cover

• Identify the transaction with date
• Amount
• Merchant and card details
• Describe the issue (goods not delivered
• Not as described
• Faulty
• Or service not provided)
• Confirm attempts to resolve directly with the merchant
• Request a chargeback under the card scheme rules
• Request written confirmation of the dispute being raised

How chargeback actually works

Chargeback is a process run by card payment schemes (like Visa and Mastercard) that lets your bank reverse a card payment in certain circumstances — most commonly when goods weren't delivered, were significantly not as described, or a company has ceased trading. It's not a legal right in the same way as Section 75 protection, but banks generally follow the scheme rules in good faith when a claim is properly evidenced.

What to include before you send it

• The transaction details — date, amount, and merchant name as it appeared on your statement
• A clear explanation of what went wrong — non-delivery, faulty goods, or a service not provided
• Evidence of any attempt to resolve this directly with the merchant first
• Confirmation of what outcome you're seeking — typically a full refund via chargeback

Timing matters for chargeback claims

Chargeback claims generally need to be raised within a set window from the transaction date — commonly around 120 days, though this can vary by card scheme and circumstance. Don't leave it too long after realising something's gone wrong, since delays can affect whether a chargeback can still be processed.

Frequently Asked Questions

What's the difference between chargeback and Section 75?
Section 75 is a legal right that applies to credit card purchases between £100 and £30,000, making the credit card company jointly liable with the retailer. Chargeback is a scheme-based process that can apply more broadly, including debit cards and smaller amounts, but isn't a legal right in the same way.

Can I use chargeback if the retailer has gone into administration?
Yes, this is one of the most common valid reasons for a chargeback claim, since there's no longer a trading company to pursue directly.

[Your Name]
[Your Address]
[Your Postcode]
[Last 4 digits of your card]
[Bank / Card Provider Name]
[Bank Address]
[Date]

Dear Chargeback Department,

Subject: Chargeback Request for Transaction on [Date of Purchase]

I am writing to formally request that you raise a chargeback claim under the card scheme rules for a transaction made on my [debit / credit] card.

The details of the disputed transaction are:
* Merchant Name: [Name of the company you paid, as it appears on your statement]
* Date of Transaction: [Date]
* Amount: £[Amount paid]
* Card Number: [Last 4 digits of your card only]

I am requesting a chargeback on the following grounds:
* [State the reason, e.g., The merchant has failed to deliver the goods / The merchant has stopped trading / The goods delivered were completely different to what was advertised].

I have attempted to resolve this matter directly with the merchant by [mention emails or calls made, or write "I have been unable to contact the merchant because they are out of business"]. Unfortunately, I have been unable to obtain a resolution.

I am asking for a full refund of £[Amount] through the chargeback.

Please find attached copies of my order confirmation and evidence of my attempts to contact the trader. I look forward to your acknowledgment and written confirmation that this dispute has been raised.

Yours sincerely,

[Your Signature]
[Your Printed Name]