Preventing Chargebacks at your terminal or other point of sale:

Make sure your receipts have the name of your business that the customer knows: People use their legal entity name on receipts which may mean nothing to the customer. Always use the DBA name where the customer is purchasing
Always process chip cards through the EMV slot not swiping: Tokenization protects
Require CVV & AVS Verification: For online/phone orders, make sure the CVV code matches and AVS confirms billing address. Otherwise reject the sale. Fraudsters can get a lot of information off a tossed statement but it never conveys CVC code unless you have the card!
- Get Signed Receipts: For in-person transactions, collect signatures and keep them for at least 6 months. REMEMBER, every unsigned receipt is a potential chargeback
- Detailed Descriptions: Use clear inventory item names on receipts/statements so customers recognize the purchase.
- Capture Customer Authorization: For recurring billing, get signed agreements with the terms (frequency, amount, cancellation policy). Check with your processor to see if they provide an advances agreement for taking recurring payments. Merchant Process Solutions does!
- Clear Return/Refund Policy: Post policies online, at your location, and on receipts. Make them easy to understand.
- Easy Contact Options: Display your business phone number/email clearly so customers can call you before calling their bank to do a chargeback!
- Fast Response: Handle disputes, complaints, or refund requests quickly to avoid escalations. If you do not respond to a chargeback within 14 days or so, you AUTOMATICALLY LOSE THE DISPUTE AND THE MONEY!
Preventing Chargebacks Online/Virtual/Over the Phone:
- Keep Proof of Delivery: For shipped goods, always require tracking numbers and signatures for high-value items.
- Save Transaction Records: Retain signed receipts, invoices, and correspondence for at least 18 months.
- Match Billing & Shipping Info: If addresses don’t match, verify legitimacy before shipping.
- Maintain IP & Device Tracking: For online sales, capture IP address, time/date, and delivery confirmation.

Merchant Processing Solutions offers our merchants help with managing their Chargebacks. We educate them on how to protect their well-earned money and how to spot fraudsters! If you are struggling with Chargebacks and your current processor “plays dumb” give us a call. As our merchant we help you fight chargebacks and grow your business!