When preparing your evidence for the representment process, it's crucial to accompany it with a chargeback rebuttal letter. This letter serves as a cover letter for your evidence package, summarizing the evidence provided and highlighting the conclusions it draws regarding the legitimacy of the disputed charge. Here's a breakdown of what your chargeback rebuttal letter should include:

Summary of Evidence: Provide an overview of the evidence you're submitting and how it supports your case.

Transaction Approval Documentation: Include documents indicating that the transaction was approved by the cardholder, such as a signed receipt.

Transaction History and Communication: Include all transaction history with the customer, along with any communication exchanged. This can help establish the context of the transaction and any agreements or understandings between parties.

Company Policies: Attach a copy of your company’s return and refund policies to demonstrate transparency and adherence to established guidelines.

Fraud Prevention Measures: Present evidence showing the responsible steps taken for fraud prevention, such as requiring address verification and CVV codes for card payments. This highlights your commitment to security.

Description of Products/Services: Provide a detailed description of the products or services associated with the transaction to clarify the nature of the charge.

Delivery/Fulfillment Proof: Include evidence that the charged items were delivered or fulfilled as agreed, along with proof of when and where they were delivered. This confirms the completion of the transaction.

Shipping Documentation: Include any relevant tracking numbers or shipping documentation to track the delivery process.

Customer Acknowledgment: If applicable, provide a delivery slip signed by the customer to confirm receipt of the items.

Proof of Digital Product Download: If the transaction involves digital products, include proof of download to establish delivery.

While this list isn’t exhaustive, it's advisable to gather comprehensive evidence to support your case. By presenting a documented narrative that demonstrates due diligence from payment authorization to fulfillment, you strengthen your position and increase the likelihood of a favorable resolution.

Please note that the information provided herein is sourced from a Stripe article titled Representment Explained and is not intended as legal advice.