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Finance

How do I Write a Credit Card Dispute Letter?

By V. Saxena
Updated Feb 25, 2024
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Sometimes it is necessary for a consumer to write a credit card dispute letter to a credit card issuer in regard to a conflict that cannot be resolved. A consumer should only resort to this, however, after first speaking with the issuer. If this method doesn’t bring a solution to the discrepancy, such as a duplicate or unauthorized charge, then the consumer must write a letter within 60 days of the date on the faulty billing statement.

To write a credit card dispute letter, a consumer must have a copy of all sales receipts related to the faulty billing information. This is especially important when dealing with receipts from gas stations and restaurants, such as in cases when a waiter has misinterpreted a tip. Other information that a consumer requires to file a credit card dispute letter include the date of the faulty transaction, the name of the merchant who processed the transaction, the merchant’s address, and the disputed charge value.

Writing the actual credit card dispute letter entails explaining why the associated charge is faulty and what steps have been taken thus far to resolve the issue. It is recommended that the consumer handwrite the letter for authenticity. In addition, the consumer should try and write in an active tone, using strong words such as erroneous and unverifiable. Both taking the time to handwrite the letter, as well as using precise and strong language, may make the credit card company take the dispute more seriously.

Also required is the date and a personal signature. A consumer should also check with the credit card issuer to ensure no required information was left out, as certain companies may have additional needed items. If there are several disputes, then they each require their own separate letter.

After preparing a credit card dispute letter, a consumer should wait at least two weeks before taking further action, such as phoning the credit card company. It typically takes a credit card issuer 30 days to reply, but according to federal law, the company must resolve the issue within two billing cycles, or 90 days at the most.

A credit card company will typically resolve a credit card dispute by crediting the consumer’s account. In case the company rejects the consumer’s letter, the consumer may have to file a credit card dispute lawsuit. This option should only be pursued if the faulty value is over $250 US Dollars (USD), because otherwise associated court costs will likely be far greater than the faulty value.

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Discussion Comments

By John57 — On Sep 29, 2012

I have heard more than once that you should never let your credit card out of your sight. This is hard to do if you are dining at a restaurant, as the waiter almost always takes the card and returns it to you.

This is an opportunity for a dishonest person to write down your credit card information. After this happened to me, I am much more cautious of how I use my credit card.

Thankfully this was under $100 so I would not have been out that much money, but I disputed the charge because I didn't make it. I felt like the credit card company was pretty slow to reply, but after almost 3 months, I received notice that the charge was being credited back to my account.

Not all situations turn out this favorably, and this was a good reminder to me of how easy it can be for someone to commit credit card fraud. I would just rather avoid the whole process in the first place if at all possible.

By LisaLou — On Sep 29, 2012

When I had to write a letter, I went online to find a credit card dispute letter sample. This gave me a good idea how to structure the letter and what to say. This is the first time I was told that a handwritten letter might have more effect than a typed one.

It is rare to see handwritten letters anymore, so I suppose this would be an attention getter right away.

By Mykol — On Sep 28, 2012

I never used to keep those receipts either until I had an unauthorized charge on my credit card. It was then I realized that I couldn't just depend on my monthly credit card statement for accurate records.

I had to write a letter to the credit card company and the charge was credited back to my account. I have also had credit card companies call me if a suspicious charge looks like it is trying to come through. I am always amazed how they know this is suspicious, but am glad for the phone call.

Writing a letter to the credit card company to dispute a charge isn't complicated. All you have to do is truthfully state the facts, back them up with your records and sign and date the letter. The one time I had to do this it was in my favor, and it was resolved within 45 days.

By SarahSon — On Sep 27, 2012

I am not very good about keeping all those tiny receipts from restaurants and gas stations. When I am asked at the gas pump if I want a receipt or not, I usually push no.

After reading this article, I think I will start keeping those receipts, at least until the next credit card statement comes. I guess I have been lucky so far and have never had to write a credit card dispute letter. I think there is probably a lot more disputing of credit card charges than what people realize though.

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