A chargeback notice always seems to show up at the worst possible moment. One second, everything feels normal, and the nex,t the bank is telling you a customer disputed a transaction. The clock starts right away, and those first 24 hours matter a lot. Knowing what to do after a chargeback notice arrives can protect revenue, lower stress, and even improve your win rate in future cases.
The First Thing To Do When A Chargeback Alert Hits
The first step is staying composed. Do not refund or respond without reviewing the alert. Log in to your payment processor dashboard and look at the customer name, purchase date, and chargeback reason code. The reason code tells you why the cardholder initiated the dispute. It could involve fraud, product not received, product not as described, duplicate transaction, or technical processing errors.
Understanding the reason code makes everything easier. It shows you what to do after a chargeback notice arrives without guesswork. This is where evidence collection for chargebacks starts. If the customer claims they did not receive their order, you already know you must gather delivery confirmation. If they said they never ordered anything, you should investigate possible fraud.
Timeline: The First 24 Hours After A Dispute Alert
Time limits vary by processor, but fast action reduces risk, especially if you need to track down proof from shipping carriers, messaging platforms, or fulfillment systems. Use the following timeline as a guide for what to do after a chargeback notice arrives:
Hour 1: Confirm Details
Check the transaction ID, timestamps, amount, customer history, and messages. Save everything in one folder to keep it organized.
Hour 2: Look For Fraud Indicators
Common signs include mismatched billing and shipping, odd product quantities, or a brand new customer with a high-dollar purchase. If you see patterns like this, note them. This matters when writing your response.
Hour 4: Collect Receipt And Proof Of Purchase Data
Save order confirmation emails, digital receipts, invoices, and internal order records. Screenshots count as valid evidence. Always verify dates.
Hour 6: Pull Delivery Proof
If the order shipped, grab tracking numbers, delivery confirmations, package photos, signature confirmations, carrier scans, and fulfillment timestamps. Delivery proof is one of the strongest forms of evidence.
Hour 10: Save Communication History
Gather email threads, chat logs, SMS exchanges, support tickets, and CRM notes showing customer interaction. Friendly communication helps show that the customer engaged and acknowledged the order.
Hour 18: Organize Everything Into A Single File
Creating one organized document increases the chance of winning a dispute. Banks prefer clear evidence that matches the reason code.
Hour 24: Draft A Clear Summary Statement
Summaries should be short and direct. State what happened, why the charge was valid, and which documents support your claim.
Knowing what to do after a chargeback notice arrives in this order reduces confusion. It speeds up the dispute alert process and gives you confidence when sending your response to the processor.
What Documents Matter Most In A Dispute Response
Many merchants ask a similar question when dealing with evidence collection for chargebacks. What documents are most effective when responding to a credit card dispute? The best supporting materials usually include:
- Digital receipts and invoices
- Clear proof of delivery with tracking
- Customer acknowledgment messages
- Refund or return policy screenshots
- Terms of service pages
- IP address or device ID data
- Billing and shipping address verification
- Internal order logs with timestamps
Banks look for documents that confirm the item was delivered, authorized, and fairly represented. A simple and organized file can improve your chances of winning.
Avoid These Mistakes After Receiving a Chargeback Notice
Even experienced sellers sometimes skip small steps that weaken their dispute position. Some mistakes include:
- Waiting too long to respond
- Sending too many files without context
- Using emotional language
- Ignoring reason codes
- Forgetting the order policy evidence
- Overlooking delivery timestamps
Always treat the dispute alert process like a checklist. Stick to facts and never blame the customer. Banks prefer clarity over drama.
Automate Internal Tracking
If chargebacks are rare, manual collection works. If they happen often, automation helps. You can create a simple folder system sorted by customer name or order number. Keep everything, including receipts, shipment confirmations, and email exchanges. When a dispute arises, your evidence is already in one place.
Final Thoughts
Every merchant should know what to do after a chargeback notice arrives because a fast response often makes the difference between losing profit and keeping it. Focus on evidence collection for chargebacks, understand reason codes, build a timeline that fits your workflow, and keep communication records. When everything is organized, the dispute alert process becomes easier and less stressful.
FAQ: What to Do After a Chargeback Notice Arrives
What is the average time limit to respond to a chargeback notice?
Most processors give 7 to 21 days to submit evidence. Actual deadlines depend on the card network and merchant processor.
Can a customer still dispute after a refund?
Yes. If the customer never contacted you or bypassed your support, they may still open a chargeback. Documentation of refund discussions helps.
Do banks always accept tracking numbers as proof?
Tracking data is strong evidence but signature confirmation carries more weight. Add delivery photos when possible.
What happens if I ignore a chargeback notice?
Ignoring a dispute results in automatic loss. Fees apply and your chargeback ratio can increase which may lead to processor penalties or account holds.
How many pieces of evidence are recommended?
Quality matters more than quantity. Use three to ten strong documents that directly match the reason code.
Chargeblast: Faster Evidence For Disputes
If you want to simplify what to do after a chargeback notice arrives, Chargeblast provides real-time dispute alerts, automated evidence organization, delivery proof collection, and response templates. It keeps transaction data in one dashboard and helps merchants respond quickly without digging through old files. Book a demo below to see how Chargeblast works and learn how to protect revenue with smoother dispute management.
