Chargeback reason codes
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Chargeback reason codes
Gain a better understanding of chargebacks nature and manage them effectively

A chargeback reason code is an alphanumeric code, typically two to four digits long, issued by the issuing bank when a merchant receives a chargeback. Banks use reason codes to translate the customer’s justification for raising a credit or debit card dispute into a standardized reason that the merchant can understand and address.

Regardless of the specific reason code assigned, merchants retain the right to representment, which allows them to challenge the chargeback by providing supporting evidence. However, it is important to note that the reason code may change during the dispute process if additional information or evidence is presented.

There are different card networks that work with their own sets of reason codes for chargebacks. The most common networks in North America and Europe are Visa, Mastercard, American Express, Discover and Diners.

Merchants need to be aware of time constraints linked with chargeback reason codes. These time limits determine the window within which a cardholder can file a chargeback after a transaction. Each card scheme sets its own time limits for chargeback disputes, typically ranging from 60 to 120 days from the transaction date. Chargebacks initiated outside this timeframe may be rejected by the issuing bank, allowing the merchant to retain the funds.

Handling reason category

Use these universal best practices to reduce risk and effectively manage Guide
Manage chargebacks effectively to minimize losses and protect your business.
chargebacks
in fraud, authorization, processing errors, and customer disputes.

Most disputes stem from a few common issues: unauthorized or improperly authorized transactions, data or payment processing errors, and unresolved customer issues.

By implementing these measures and maintaining operational discipline - training your staff, using robust fraud prevention tools, accurately reconciling transactions, and respecting cardholder rights - you significantly reduce the risk of chargebacks and ensure smoother dispute resolution.

Fraud

Implement multi-layered security checks

  • Use Address Verification Service (AVS), card verification codes CVC/CVV, and strong authentication methods such as 3D Secure.
  • Verify expiration dates on all physical cards, and confirm the card is valid for any card-not-present transaction.

Use EMV-compliant terminals for card-present transactions

  • Whenever possible, require Chip and PIN or Chip and Signature to minimize counterfeit or lost/stolen fraud.
  • Maintain terminals accepting chip cards (contact or contactless) and ensure staff can resolve common EMV issues (e.g., fallback scenarios).

Maintain a clear and consistent billing descriptor

  • Confusing descriptors can lead to unrecognized transaction disputes (often labeled “Do Not Recognize” or “Potential Fraud”).
  • Include your business phone number or website in the descriptor to encourage cardholders to contact you first.

Monitor and respond to fraud trends

  • Track your fraud-to-transaction ratio and take proactive steps, such as reviewing suspicious orders, limiting high-risk payment attempts, and using third-party fraud detection solutions.
  • Stay in touch with your acquirer’s monitoring program requirements (e.g., Visa Fraud Monitoring Program, Mastercard Excessive Chargeback Program).

Authorization

Ensure proper authorization

  • Submit an authorization request for every transaction, regardless of the amount.
  • Never override or force through a transaction that has been declined.
  • Obtain authorization again if the cardholder changes the transaction amount (for example, a significantly higher tip).

Settle authorized transactions promptly

  • Follow network guidelines on maximum settlement timeframes (often 7 or 30 days).
  • Re-authorize if a long gap occurs between authorization and final payment.

Distinguish card-present vs. card-not-present

  • Use correct indicators for telephone, internet, or recurring transactions.
  • When key-entering a transaction, obtain additional evidence (manual imprint, extra signature, or address verification).

Stay within authorized limits

  • Avoid exceeding the approved amount by more than permitted tolerances.
  • If the amount needs to increase (e.g., added items), request a supplemental authorization.

Processing errors

Carefully verify transaction details

  • Confirm currency codes and exchange rates for international transactions.
  • Double-check amounts, tips, or surcharges and ensure the cardholder consents.

Prevent duplicates and billing errors

  • Reconcile batches thoroughly to avoid multiple charges.
  • Immediately void any original transaction if the cardholder changes payment methods.

Use correct merchant category codes (MCC) and reason codes

  • Match the MCC used during authorization with the one used during clearing.
  • Coordinate with your acquirer to confirm data fields like country codes and transaction dates.

Customer disputes

Communicate policies clearly

  • Disclose return and cancellation terms before checkout.
  • Include policies on your site, checkout page, and receipts.
  • For recurring services, remind customers of upcoming charges.

Avoid billing before delivery

  • Wait to charge until items are shipped or services are fulfilled.
  • Notify the customer immediately about any out-of-stock or delay to prevent “not received” disputes.

Retain thorough documentation

  • Keep invoices, shipping confirmations, proof of delivery, and relevant communication.
  • Present these records if a dispute arises to show the cardholder received the product or service.

Handle product quality concerns responsibly

  • Address defective or misdescribed items promptly by offering replacements, repairs, or refunds.
  • As the merchant, you are responsible for resolving issues; do not send the cardholder solely to the manufacturer.

Offer proactive customer support

  • Provide clear channels (phone, email, chat) for questions and complaints.
  • Listen to feedback and clarify misunderstandings before they escalate into formal disputes.

Visa

Visa’s reason codes follow a format of two digits, a period, and a third digit. The first two digits indicate which category the reason code falls under: 10 for Fraud, 11 for Authorization, 12 for Processing errors, and 13 for Customer disputes. The third digit indicates the specific reason within this category.

Fraud

Authorization

Processing errors

Customer disputes

Mastercard

Instead of having a different code for each individual reason such as the other card networks, Mastercard uses a single code for all Authorization-related chargebacks, one for all Point of interaction error chargebacks, and one for all Cardholder disputes chargebacks. Mastercard’s reason codes are listed as four-digit numbers, with all initial chargebacks received by the merchant beginning with 48. For transactions processed through the Single Message System, the 48 is omitted, leaving only the two digits that indicate the specific reason code.

Fraud

Authorization

Point of interaction error

Customer disputes

American Express

American Express has a slightly longer list of reason codes than the other card networks. These reason codes consist of a letter followed by two numbers. The letter indicates the category the Reason code falls into: A for Authorization, C for Card member dispute, F for Fraud, and P for Processing errors. The two codes that refer to the merchant’s response (or lack thereof) to a request begin with R, and the code that indicates that the merchant authorized the chargeback begins with M. The two-digit number indicates the specific reason for the chargeback. The reason code is used for North America, Canada, and the United States of America. There may be a different identifier for the rest of the world.

Fraud

Authorization

Processing errors

Inquiry/Miscellaneous

Customer disputes

Discover

Discover operates differently from other card networks by using reason codes that do not follow a particular pattern. While many codes consist of two characters, exceptions exist. Fraud-related codes often begin with UA (representing “unauthorized”) followed by a two-digit identifier, such as UA01 or UA02. Some codes are self-explanatory, like NA for “No Authorization” or EX for “Expired Card,” but others, such as AW for “Altered Amount,” differ from expected patterns.

Discover reason codes can be identified with either their alphabetic identifiers (e.g., UA01) or their corresponding numeric codes (e.g., 7010).

Below, Discover’s fraud, authorization, processing error, and consumer dispute codes are detailed alongside actionable prevention steps to mitigate risks effectively.

Fraud

Authorization

Processing errors

Not classified

Expired

Customer disputes

Dispute compliance


Diners

Diners Club provides cardholders with global payment solutions and services. Understanding fraud, authorization, processing errors, and consumer dispute scenarios, along with their causes and prevention steps, helps merchants address issues effectively and stay compliant.

Fraud

Authorization

Processing errors

Consumer disputes


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