Last month, my colleague Sarah discovered three charges on her credit card statement that she never authorized – a $89.99 subscription to a streaming service she’d never heard of, a $156 purchase from an online retailer, and a mysterious $45 charge labeled simply as “Digital Services.” The panic in her voice when she called me was unmistakable. She had no idea where to start or how to formally dispute these charges with her bank.
Sarah’s experience mirrors what millions of people face each year when unauthorized transactions appear on their accounts. The frustration of seeing your hard-earned money taken without permission can feel overwhelming, but knowing how to write a clear, professional letter can make all the difference in getting your funds returned quickly and maintaining your financial security.
Sample Letters of Unauthorized Transaction
Understanding how to communicate effectively with financial institutions about unauthorized transactions empowers you to protect your money and resolve disputes efficiently. Each letter template below addresses different scenarios you might encounter when dealing with fraudulent charges.
1. General Unauthorized Transaction Dispute Letter
[Date]
[Insert recipient’s bank address]
Subject: Dispute of Unauthorized Transaction – Account Number [Account Number]
Dear Sir/Madam,
I am writing to formally dispute an unauthorized transaction that appeared on my account statement dated [Date]. The transaction in question occurred on [Transaction Date] for the amount of $[Amount] at [Merchant Name/Description].
I did not authorize this transaction, nor did I provide my card or account information to anyone for this purchase. I have never conducted business with this merchant, and I was not in possession of my card at the time of this transaction. Additionally, I have reviewed my records and cannot find any legitimate reason for this charge.
I am requesting that you immediately reverse this charge and credit my account for the full amount of $[Amount]. I have attached copies of my account statement highlighting the disputed transaction, along with a copy of my identification for verification purposes.
Please investigate this matter promptly and provide me with written confirmation of the steps being taken to resolve this dispute. I expect this unauthorized charge to be removed from my account within the timeframe specified by federal regulations.
I look forward to your swift resolution of this matter. You may contact me at [Phone Number] or [Email Address] if you require any additional information.
Sincerely,
[Your full name and signature] [Insert your address and contact information]
2. Multiple Unauthorized Transactions Letter
[Date]
[Recipient’s financial institution address]
Subject: Multiple Unauthorized Transactions – Account [Account Number]
Dear Dispute Resolution Team,
I am contacting you regarding several unauthorized transactions that have appeared on my account statement for the billing period ending [Date]. I have identified multiple charges that I did not authorize and need your immediate assistance in resolving these fraudulent activities.
The unauthorized transactions are as follows: – [Date]: $[Amount] – [Merchant/Description] – [Date]: $[Amount] – [Merchant/Description] – [Date]: $[Amount] – [Merchant/Description] – [Date]: $[Amount] – [Merchant/Description]
Total amount of disputed charges: $[Total Amount]
I want to emphasize that I did not make any of these purchases, nor did I give permission to anyone else to use my account information. My card has remained in my possession throughout this period, and I have not shared my account details with any unauthorized parties.
Given the pattern of these unauthorized transactions, I believe my account information may have been compromised. I am requesting that you immediately freeze any further transactions on this account and issue me a replacement card with new account numbers.
Please reverse all the disputed charges listed above and provide me with a detailed report of your investigation findings. I have enclosed copies of my statements with the fraudulent transactions highlighted for your reference.
Thank you for your prompt attention to this serious matter.
Best regards,
[Sender’s name and account holder status]
3. Online Purchase Unauthorized Transaction
[Date]
[Bank’s dispute department address]
Subject: Unauthorized Online Transaction Dispute
Dear Customer Service Representative,
I am writing to report and dispute an unauthorized online transaction that appeared on my credit card statement. On [Date], a charge of $[Amount] was processed by [Online Merchant Name] without my knowledge or consent.
I have never created an account with this online retailer, nor have I ever visited their website or made any purchases from them. I maintain strict security practices with my financial information and have not shared my credit card details with anyone who might have made this purchase on my behalf.
After discovering this charge, I immediately contacted the merchant directly to inquire about the transaction. They informed me that the purchase was made using my credit card information, but they could not provide any shipping address or contact information associated with the order that I could verify as legitimate.
I am formally requesting that this charge be reversed immediately. I have also taken the precaution of changing my online banking passwords and monitoring my accounts more closely for any additional suspicious activity.
Enclosed you will find a copy of my statement showing the disputed charge, as well as documentation of my communication with the merchant. Please investigate this matter and provide me with updates on the status of this dispute.
I appreciate your assistance in resolving this matter quickly.
Sincerely,
[Your name and designation as account holder]
4. ATM Withdrawal Unauthorized Transaction
[Date]
[Insert credit union address]
Subject: Fraudulent ATM Withdrawal – Account Number [Account Number]
Dear Security Department,
I am reporting an unauthorized ATM withdrawal from my checking account that occurred on [Date] at [Time] at the ATM located at [ATM Location/Address]. The withdrawal amount was $[Amount], and I can confirm that I did not make this transaction.
At the time this withdrawal occurred, I was at [Your location/alibi], approximately [Distance] miles away from the ATM location. I have my debit card in my possession and have verified that it shows no signs of damage or skimming. Additionally, I have not shared my PIN with anyone, and I always cover the keypad when entering my PIN at ATM locations.
I noticed this unauthorized withdrawal when I checked my account balance online the following morning. The transaction appears on my statement as an ATM withdrawal, but I can provide evidence of my whereabouts during the time it occurred, including [receipts/witnesses/other evidence].
I am requesting an immediate investigation into this fraudulent withdrawal and a full refund of the $[Amount] that was taken from my account. I would also like to request a new debit card and PIN to ensure the security of my account going forward.
Please advise me of any additional steps I need to take to protect my account and expedite the resolution of this dispute. I am available at [Phone Number] during business hours for any follow-up questions.
Thank you for your prompt attention to this security matter.
Respectfully,
[Insert your name and member number]
5. Recurring Subscription Unauthorized Transaction
[Date]
[Financial institution’s address]
Subject: Unauthorized Recurring Charges – Subscription Fraud
Hello,
I need your help stopping and reversing unauthorized recurring charges that have been appearing on my account for the past [Number] months. Each month, a charge of $[Amount] has been automatically deducted for a subscription service called [Service Name] that I never signed up for.
I first noticed this charge on my [Month] statement, and since then, it has continued to appear monthly despite my efforts to contact the company directly. When I called their customer service line, they claimed I had signed up for their service online, but I have no record of creating any account or agreeing to any subscription terms.
I have never used this service, and I certainly never provided authorization for recurring monthly charges. I suspect that my card information was obtained fraudulently and used to set up this fake subscription without my knowledge.
Here’s what I’m requesting: 1. Immediate reversal of all charges related to this subscription (total amount: $[Total Amount]) 2. Blocking of any future charges from this merchant 3. Investigation into how this recurring charge was established without my authorization
I’ve tried to resolve this directly with the merchant, but they have been unresponsive to my cancellation requests. I need your assistance as my financial institution to protect me from these ongoing fraudulent charges.
I trust that you will handle this matter with the urgency it deserves. Please confirm receipt of this letter and provide me with a timeline for resolution.
Thank you,
[Sender’s complete name and account details]
6. Card-Not-Present Unauthorized Transaction
[Date]
[Bank’s fraud department address]
Subject: Card-Not-Present Fraud – Immediate Action Required
Dear Fraud Investigation Team,
I am writing to report suspected card-not-present fraud on my account. On [Date], a transaction for $[Amount] was processed with [Merchant Name] that I did not authorize. This appears to be a fraudulent transaction where someone used my card information without physically having my card.
My credit card has remained in my physical possession at all times, and I have not shared my card information with anyone. The transaction in question was processed as a card-not-present transaction, which suggests that someone obtained my card details through unauthorized means and used them to make this purchase.
I immediately checked my other accounts and recent transactions, and this is the only unauthorized charge I have identified. However, I am concerned that my card information may have been compromised through a data breach or skimming device.
I am requesting the following actions: – Immediate reversal of the $[Amount] charge – Cancellation of my current card and issuance of a new card with different numbers – Investigation into the source of this fraudulent transaction – Monitoring of my account for any additional suspicious activity
I have not yet received any merchandise related to this transaction, and I have no intention of keeping any items that may be shipped to me as a result of this fraudulent purchase.
Please process this dispute as quickly as possible and keep me informed of your investigation progress. I am committed to cooperating fully with any additional security measures you recommend.
Yours truly,
[Name and cardholder designation]
7. Gas Station Skimming Unauthorized Transaction
[Date]
[Insert recipient bank address]
Subject: Suspected Card Skimming Fraud at Gas Station
Dear Bank Security Team,
I believe I have been a victim of card skimming fraud, and I need to dispute several unauthorized transactions that have appeared on my account. On [Date], I used my debit card at [Gas Station Name] located at [Address] to purchase fuel. Within 24 hours of this visit, multiple unauthorized transactions began appearing on my account.
The suspicious transactions include: – $[Amount] at [Location] on [Date] – $[Amount] at [Location] on [Date] – $[Amount] at [Location] on [Date]
I did not make any of these purchases, and the timing strongly suggests that my card information was compromised during my legitimate gas station visit. I have researched this particular gas station location and found that other customers have reported similar incidents of card skimming in online reviews and local news reports.
After discovering these charges, I immediately called your fraud hotline and requested that my card be deactivated. I also filed a police report with [Police Department] regarding this incident, and I can provide the report number if needed.
I am asking you to reverse all of these fraudulent charges and conduct a thorough investigation. Additionally, I would like to know what steps your bank is taking to alert other customers about potential skimming devices at this location.
Gas station skimming has become increasingly common, and I want to ensure that my experience helps protect other customers from falling victim to the same scheme. Please let me know how I can assist with your investigation and what additional security measures you recommend.
I look forward to a quick resolution of this matter.
Sincerely,
[Your signature and printed name]
8. Restaurant Charge Manipulation Unauthorized Transaction
[Date]
[Credit card company address]
Subject: Unauthorized Tip Addition – Restaurant Fraud
Dear Customer Protection Department,
I am disputing an unauthorized modification to a restaurant charge that occurred on [Date] at [Restaurant Name]. While I did dine at this establishment and authorized the original meal charge of $[Original Amount], an additional $[Tip Amount] was added to my bill without my consent.
Here are the facts of what happened: I paid for my meal with my credit card and left a cash tip of $[Cash Tip Amount] with the server. On my copy of the receipt, I wrote “CASH” in the tip line and drew a line through the total field to indicate that no additional tip should be charged to my card. Despite this clear indication, the restaurant processed an additional tip charge to my card.
When I contacted the restaurant manager, they claimed that their server made an honest mistake and that they would process a credit for the unauthorized tip amount. However, after two weeks, no credit has appeared on my account, and the restaurant has stopped responding to my calls.
This type of unauthorized tip manipulation is unfortunately common in the restaurant industry, but it constitutes fraud regardless of the amount involved. I am requesting that you reverse the unauthorized tip portion of this charge and investigate this merchant’s billing practices.
I have enclosed a copy of my signed receipt showing that I indicated “CASH” for the tip, as well as documentation of my attempts to resolve this matter directly with the restaurant.
Please take appropriate action to protect other customers from similar fraudulent practices at this establishment.
Best regards,
[Insert your name and cardholder information]
9. Hotel Incidental Charges Unauthorized Transaction
[Date]
[Bank dispute resolution address]
Subject: Disputed Hotel Incidental Charges
Dear Dispute Resolution Specialist,
I am writing to contest unauthorized incidental charges that [Hotel Name] added to my credit card following my stay from [Check-in Date] to [Check-out Date]. While I authorized the original room charge of $[Room Rate], the hotel has charged an additional $[Disputed Amount] for services and items that I did not use or authorize.
During my stay, I was extremely careful to avoid using any fee-based services. I did not use the minibar, did not make any phone calls from the room phone, did not use the pay-per-view entertainment system, and did not incur any parking charges as I used public transportation throughout my visit.
When I checked out, I reviewed my bill carefully with the front desk clerk and questioned several charges that appeared on my preliminary bill. The clerk assured me that these charges would be removed before my card was processed. Despite this assurance, my credit card was charged the full amount including the disputed incidental charges.
I have attempted to resolve this matter directly with the hotel’s billing department, but they have been unresponsive to my emails and phone calls. The charges in question appear to be standard fees that the hotel routinely adds to guest bills, hoping that travelers won’t notice or dispute them.
I am requesting a full refund of the unauthorized incidental charges totaling $[Amount]. I can provide documentation of my communication with the hotel staff and evidence that I did not use the services for which I am being charged.
Hotels should not be allowed to charge guests for services they did not use, and I hope your investigation will help prevent this establishment from continuing these deceptive billing practices.
Thank you for your assistance in resolving this matter.
Sincerely,
[Sender’s name and account information]
10. Identity Theft Related Unauthorized Transaction
[Date]
[Financial institution address]
Subject: Identity Theft – Multiple Unauthorized Transactions
Dear Identity Theft Resolution Team,
I am writing to report that I have become a victim of identity theft, and multiple unauthorized transactions have appeared on my account as a result. I discovered this fraud when I received my monthly statement showing several charges that I absolutely did not make.
The fraudulent transactions include: – [Date]: $[Amount] – [Merchant] – [Date]: $[Amount] – [Merchant] – [Date]: $[Amount] – [Merchant] – [Date]: $[Amount] – [Merchant]
I have also filed a police report with [Police Department] and obtained a copy of the report for your records. Additionally, I have placed a fraud alert on my credit reports with all three major credit bureaus and am working with them to monitor for any additional fraudulent activity.
The identity theft appears to have occurred through [suspected method – data breach, mail theft, etc.], and I am taking comprehensive steps to protect my personal information going forward. I have changed all of my online banking passwords, requested new cards for all of my accounts, and am monitoring my accounts daily for suspicious activity.
I am requesting immediate reversal of all the fraudulent charges listed above, totaling $[Total Amount]. I also need your assistance in implementing additional security measures on my account to prevent future unauthorized transactions.
Please provide me with information about your identity theft protection services and any additional steps I should take to secure my account. I understand that identity theft cases can be complex, but I am committed to providing whatever documentation and cooperation you need to resolve this matter completely.
I have been a loyal customer for [Number] years, and I trust that you will work diligently to restore my account to its proper status and protect me from further fraudulent activity.
Thank you for your immediate attention to this serious matter.
Respectfully submitted,
[Your complete name and account holder status]
Conclusion: Fighting Unauthorized Transactions
Writing an effective unauthorized transaction dispute letter requires clarity, documentation, and persistence. Each situation demands a tailored approach that addresses the specific circumstances while maintaining a professional tone that encourages swift action from your financial institution.
The key to success lies in being thorough with your documentation, clear about your expectations, and persistent in following up until the matter is resolved. Keep detailed records of all communications, save copies of your dispute letters, and don’t hesitate to escalate your case if you don’t receive satisfactory responses within reasonable timeframes.
Remember that federal regulations are on your side when it comes to unauthorized transactions. Banks and credit card companies are required to investigate disputes promptly and provide provisional credits in many cases while they conduct their investigations. By using these letter templates as starting points and customizing them to your specific situation, you’ll be well-equipped to protect your financial interests and recover funds that were taken without your permission.
Your vigilance in monitoring your accounts and your willingness to speak up when unauthorized charges appear helps protect not only your own finances but also contributes to the broader fight against financial fraud that affects millions of consumers every year.