Reply to Chargeback. HELP

[rebelagent]

The company I work for received a chargeback notice a day or two ago. I sent in a copy of the receipt already to prove the customer did truly sign the receipt.

We always I.D. and we hold a strong standard to this because a few years ago it was a major problem in the area. Tons of companies were loosing money because numerous customers were doing charge backs. We started requiring an I.D. with an card purchase.

I've never had to write a reply on a chargeback. I'd like to know a way to go about writing it properly and not sounding like I don't know anything about them.

My boss and I are sure we won't keep the money but we're going to make a small attempt to combat this matter.

The idea of my letter will be

On date the customer, name, purchased products from our shop. The transaction occurred at time.

Our business requires our employees to always require identification before using a card. If the customer has no identification to provide we check the back of the card for a signature, if no signature is available we will not accept that form of payment.

We'd like to remind the customer that we are a type of shop located in place at this address address.

We regret that such a transaction was able to occur without your knowledge. However since the card was identified with the owner and the receipt signed the transaction is legal. Fraud is not our business we only do what we need to prevent it as much as possible.

Sincerely,
Business Owner

 

[weblord]

i have rewritten it btw:

On date the customer, name, purchased products from our shop. The transaction occurred at time.

Our business requires our employees to always require some form of an identification data from the customer before using a card. If the customer has no identification data to provide we check the back of the card for a signature, if no signature is available we will consider that form of payment as invalid and not acceptable.

We'd like to remind the customer that we are a type of shop located in place at this address address doing a business of STATE YOUR BUSINESS/PRODUCTS/SERVICES.

We regret that such a transaction was able to occur without your knowledge. However since the card was identified you as the owner complete with the signature is considered an acceptable payment. We protect our customers to enjoy a safe and secure shopping experience with us.

Sincerely,
Business Owner

You don't need to mention the committed fraud as it's pretty obvious and mentioning your business name, location and your products/services assures the customer as you being legit.

 

[rebelagent]

Well I didn't win they said a signed receipt isn't proof enough. Or even that fact that it's policy to check id. In other words they don't want to loose a customer, so they win no matter what. What a waste of time and faxing.

Someone made off with free merchandise