Chargeback Representment: A Step-By-Step Guide to Improve Win Rates

Each cardholder has a unique experience that has led to a unique reason for disputing a transaction. Therefore, each chargeback representment needs to be unique.

However, the actual chargeback representment workflow is not unique. You can formulate a template and then duplicate the process for each subsequent dispute. Customization within a structured workflow is infinitely easier than reinventing the wheel each time.

STEP 1: Receive the Chargeback Notice

Each processor has a different method for communicating chargeback information with merchants.

If your processor sends hard copies of notifications, you’ll need to keep a close eye on the mail. Assign an employee to opening and processing chargeback notifications as soon as they are received.

There is a very short window of time to respond to a dispute, so you’ll need to set your representment workflow into motion as soon as possible.

Case Closed?

If you let a case expire, you cannot win the representment and the process ends here.

As Wayne Gretzky said, “You miss 100% of the shots you don’t take.” Don’t forfeit your right to revenue recovery simply because you were too busy to open the mail.

But, don’t try to salvage a losing battle either. If you fight the chargeback after it has expired, you will waste resources because your case won’t even be considered.

If you work with a third-party vendor for chargeback representments, make sure they are responding promptly and aren’t fighting expired cases.

STEP 2: Check the Reason Code & Find Compelling Evidence

Each chargeback is accompanied by a reason code which attempts to explain why the cardholder or issuer has disputed the transaction.

The reason code also dictates which forms of compelling evidence, or documents that prove the validity of the original transaction, will be accepted.

Compelling evidence must accompany each chargeback representment and includes, but is not limited to:

You’ll want to collect as much compelling evidence as possible throughout the customer journey so documents will be available if a chargeback is issued. You also need an efficient way to store this information and an easy way to access it.

Case Closed?

The compelling evidence you are required to submit depends on the reason code assigned to the chargeback.

If you don’t have what is required or submit the wrong documents, your chargeback representment won’t be effective.

To maximize ROI, it is best to terminate your representment workflow in this stage if you don’t have sufficient evidence. Up until this point, you’ve invested minimal resources. Stop before you needlessly devote more.

STEP 3: Create & Submit the Chargeback Representment Package

Chargeback representments are submitted in a package. The package includes:

In your cover letter, include the chargeback identification number so your processor knows which dispute you are responding to. Write a compelling, yet professional, letter that concisely outlines why the chargeback is invalid.

Order your compelling evidence according to your processor’s preferences. Make it as easy as possible for the processor to advocate on your behalf.

Adhere to your processor’s deadline. Submit the package well within the stated time limit.

STEP 4: Follow Up

Your responsibilities don’t end once the chargeback representment has been submitted. You still have one last thing to do — you have to check to see if you were successful.

Chargeback representment results are hard to come by. There are no official reporting requirements or standards. Each processor has different policies for sharing outcomes. And, it usually takes several months for outcomes to be determined and recorded.

While it is challenging to obtain this information, it is important to try. Evaluating your efforts will help determine what is and isn’t working. Adjusting your workflow based on what you learn can help achieve better results in the future.