Quick answer

A useful hotel chargeback letter does four things: identifies the exact transaction, states the billing error, gives a short timeline, and points to the documents that support it. Send the formal dispute to your card issuer, not just to the hotel or online travel agency (OTA).

For a U.S. credit card billing error covered by the Fair Credit Billing Act (FCBA), your written dispute generally must reach the issuer within 60 days after the first statement containing the error was sent to you. The Federal Trade Commission's guidance on disputing credit card charges says to use the issuer's billing-inquiries address, which may differ from the payment address.

A chargeback isn't an automatic refund. The result can depend on the booking terms, which business processed the charge, what was promised, what happened, and the evidence available. This is general information for U.S. consumers, not legal advice.

When a hotel charge may be a valid dispute

Dispute a specific, supportable billing problem. A change of plans alone usually isn't a reason to reverse a clearly disclosed nonrefundable charge.

A late-cancellation or no-show fee can be difficult to challenge when the policy was clearly disclosed and the room was held for you. If you're asking for an exception to a valid policy, request a goodwill refund from the hotel or OTA rather than calling the charge unauthorized.

What controls the outcome

Keep these separate:

• Booking terms: These set the cancellation, no-show, deposit, and refund conditions you accepted. Save the terms shown when you booked, not just the hotel's current policy.
• Payment method: Credit card billing-error protections differ from the procedures for debit cards, prepaid cards, and bank-account payments.
• Issuer process: Your card issuer reviews the dispute and may ask for more information. A Visa, Mastercard, or American Express logo doesn't guarantee a refund.
• Merchant or OTA process: The business may be able to correct a billing mistake faster. A written request also creates a record, but it doesn't replace notice to the issuer when the FCBA deadline applies.
• Transaction descriptor: The name on your statement may identify an OTA, payment processor, or a different trading name instead of the hotel. Use the descriptor, amount, and posting date in your dispute.
• Network reason codes: These are internal classifications. You generally don't need to guess a Visa, Mastercard, or American Express code in your letter. Use the dispute category supplied by your issuer.

For a debit or prepaid card, notify the bank or card provider as soon as you notice the problem and follow its instructions. Don't assume the 60-day credit-card billing-error deadline applies to every debit or prepaid transaction.

Copy-and-paste hotel chargeback letter template

Use this template for a U.S. credit card billing dispute. Replace the bracketed text and delete any paragraph or enclosure that doesn't apply.

[Your full name]
[Your mailing address]
[City, State ZIP code]
[Phone number]
[Email address]

[Date]

[Card issuer name]
Billing Inquiries Department
[Billing-inquiries address shown on your statement]
[City, State ZIP code]

Re: Dispute of hotel charge of $[amount] posted on [date]
Account ending in [last four digits]
Merchant shown on statement: [hotel or OTA name]
Transaction or confirmation number: [number]

Dear Billing Inquiries Department:

I am writing to dispute a charge of $[amount] posted to my [credit card name]
account on [date]. The merchant descriptor on my statement is [descriptor].
The charge relates to a reservation at [hotel name] booked through [hotel
website, OTA, or other provider] for [stay dates].

I believe this charge is a billing error because:

[State the exact reason in two or three sentences. For example:
I canceled the reservation on [date and time] through [method], before the
cancellation deadline of [date and time]. The cancellation confirmation is
attached, but the charge still posted.]

Relevant timeline:

- Reservation made: [date]
- Cancellation or service problem reported: [date and time]
- Hotel or OTA contacted: [date and method]
- Merchant response: [brief description]
- Charge posted: [date and amount]

I contacted [hotel or OTA] on [date] and requested [refund, correction, or
explanation]. [State the response or say that no response was received.]

Please investigate this transaction under your applicable billing-error
procedures and correct the account if the charge is found to be erroneous.
Please send written acknowledgment and the result of your investigation. I
dispute only $[amount] and will continue to pay any undisputed balance.

Enclosures:
1. [Booking confirmation]
2. [Cancellation confirmation or policy]
3. [Emails, chat records, or merchant response]
4. [Statement showing the charge]
5. [Other evidence]

Sincerely,

[Your full name]

The FTC's sample dispute letter uses the same basic structure: identify the account and charge, explain the error, request a correction, and list the enclosed documents.

Don't include your full card number, security code, online banking password, or unrelated personal information. Use the last four digits unless the issuer specifically requests more through a secure channel.

Wording for common hotel disputes

Cancellation within the stated policy

Use this wording only when you canceled before the deadline or the merchant confirmed that a refund was due:

The reservation confirmation stated that I could cancel without a charge until
[date and time]. I canceled through [website, app, email, or phone] on
[date and time] and received cancellation confirmation [number]. Despite that
confirmation, $[amount] was charged on [date]. The confirmation, applicable
cancellation terms, and statement entry are attached.

If you canceled after the deadline, say so accurately and ask the hotel or OTA for a policy exception. Don't present a late-cancellation fee as an unauthorized transaction.

Reservation or service not provided as agreed

Tie the complaint to a specific promise in the booking:

The paid service was not provided as agreed. The hotel could not provide
[the reserved room, a confirmed accessible room, or another specific promised
service] on [date]. I reported the problem to [name or department] at [time]
and requested [a replacement, correction, or refund]. The problem was not
corrected, and I [did not stay, relocated, or received only part of the
service]. Attached are the reservation terms, communications, and photographs
or other records.

A general statement that the hotel was disappointing is less useful than facts showing what was promised, what was missing, when you reported it, and whether the hotel had a reasonable chance to correct the problem. If only part of the service was affected, identify the amount you dispute rather than automatically challenging the entire charge.

Refund or credit not received

On [date], [hotel or OTA] confirmed a refund of $[amount] under reference
[number]. The refund has not appeared on my account as of [date]. The original
charge and the merchant's written refund confirmation are attached. Please
investigate the missing credit and correct the account if appropriate.

Duplicate or incorrect charge

The agreed amount for the reservation was $[correct amount], but the merchant
posted $[charged amount]. Alternatively, the same $[amount] transaction posted
twice on [dates]. I have attached the booking price, folio, and statement
entries showing the discrepancy.

Unauthorized hotel transaction

Use the issuer's fraud process immediately if you don't recognize or authorize the transaction:

I did not make or authorize the $[amount] transaction posted on [date] under
the descriptor [descriptor]. I did not book or use this reservation. Please
treat this as an unauthorized-transaction report and tell me what additional
steps or documents you require.

Don't use this wording for a reservation you made but now dispute because of a cancellation fee, room condition, or price. Describe the actual problem instead.

How to file the dispute

1. Confirm what posted

Check the statement descriptor, amount, posting date, and transaction details. A booking made through an OTA may appear under the OTA's name rather than the hotel's. If the descriptor is unclear, ask the issuer or booking provider to identify it before submitting the claim.

2. Save the terms that applied when you booked

Check for:

• The cancellation deadline and time zone
• Whether the room was refundable or nonrefundable
• No-show and early-departure fees
• Resort fees, taxes, deposits, and incidental holds
• The merchant's stated refund timing
• Special conditions for prepaid reservations

Save the confirmation email, the full policy page, and any later message that changed or clarified the terms. A current webpage may not match the terms displayed when you made the reservation.

3. Contact the hotel or OTA in writing

Ask for a refund or correction and state the reason plainly. If you call, follow up by email with the date, the person or department contacted, what was discussed, and the resolution requested. Include the reservation number, stay dates, and amount.

You don't have to wait through a long exchange before notifying the issuer. Contact the issuer promptly when the transaction is unauthorized, the credit-card deadline is approaching, or the merchant has already refused to correct the problem.

4. Send the dispute to the issuer

For an eligible credit-card billing error, send the written notice so it reaches the issuer within 60 days after the first statement containing the error was sent. Use the billing-inquiries address on the statement instead of assuming the payment address is correct.

An issuer may offer an online dispute tool or telephone reporting. Follow those instructions, but don't rely only on a phone call when the FCBA written-notice process applies. Ask where supporting documents should be sent and keep the letter, attachments, submission confirmation, and delivery proof.

5. Pay the undisputed balance

If only the hotel charge is disputed, keep paying other charges and any amount you agree you owe. Don't stop paying the entire credit-card bill because one transaction is under review.

6. Track the investigation

The FTC says the issuer generally must acknowledge a written billing-error notice within 30 days unless it has already resolved the issue. It generally must resolve the dispute within two complete billing cycles and no later than 90 days.

Those federal credit-card timelines don't apply universally to every payment method or internal card-network process. The issuer may request more information or use a faster procedure. Respond by the stated date and keep copies of everything you send. A temporary account credit, if provided, isn't necessarily the final decision.

Evidence checklist

Organize the documents in chronological order and label each file. A focused package often includes:

• The statement page showing the merchant, date, and amount
• The booking confirmation and reservation number
• The cancellation, no-show, deposit, and refund terms in effect when you booked
• A cancellation confirmation, timestamp, or cancellation-number record
• Emails, chats, and notes from calls with the hotel or OTA
• A merchant message promising a refund or acknowledging an error
• The hotel folio, check-in record, or proof that the room was unavailable
• Dated photographs or videos supporting a specific service complaint
• Proof of a duplicate charge or a different agreed price
• The refund reference number and statements showing that the credit didn't post

A short timeline can be more useful than a large collection of unrelated screenshots. Highlight the sentence in the policy or message that supports your position.

Keep the originals. Send copies unless the issuer specifically asks for an original document. Redact full account numbers, security codes, passwords, and other information that isn't needed for the investigation.

If the hotel or OTA challenges the dispute

The merchant may send the issuer its reservation confirmation, cancellation policy, check-in or no-show records, payment data, and communications. That response doesn't automatically end the dispute, but it may affect the issuer's decision.

Compare the response with your records:

• Was the policy actually shown before payment?
• Does it match the reservation you booked?
• Did you cancel before the stated deadline?
• Did the merchant address a refund it had already promised?
• Is the merchant disputing the entire charge when only part is valid?
• Does the statement show the same business that supplied the service?
• Do check-in or no-show records conflict with your messages or travel records?

Send a short, factual reply rather than repeating the first letter:

Re: Response to hotel charge dispute
Account ending in [last four digits]
Disputed amount: $[amount]

I disagree with the merchant's response because [specific factual point]. The
merchant states [brief summary], but [explain the contradiction]. My
cancellation confirmation shows [date and time], while the policy attached to
the booking states [relevant term]. Alternatively, the merchant confirmed a
refund on [date], which has not posted.

I have attached the document supporting this point: [document name and page or
section]. I am not disputing [any valid amount]. Please add this response to
the investigation and send me the final decision in writing.

[Name]
[Date]

If the records show that the hotel applied a clearly disclosed fee correctly, consider requesting a goodwill exception instead of filing a new dispute with a different explanation.

Visa, Mastercard, and American Express

Usually, you don't need a separate letter for each card network. Start with the form or process provided by your issuer. State the card brand, last four digits, transaction details, and facts. If the issuer gives you a dispute category or reference number, copy it exactly.

Don't copy a reason code from an unrelated website. Codes and submission windows can vary by transaction type, country, issuer, and network rules. A code can't substitute for proof that the charge was incorrect, unauthorized, or for a service not supplied as agreed.

Common mistakes to avoid

• Calling a recognizable cancellation fee "fraud"
• Disputing the full charge when only part is wrong
• Sending the letter to the payment address instead of the billing-inquiries address
• Waiting for the hotel to respond until the credit-card deadline passes
• Relying on a phone call without keeping written records
• Submitting cropped screenshots that omit the relevant policy or date
• Sending a full card number or security code by ordinary email
• Assuming a temporary account credit is the final result
• Filing repeated disputes with changing explanations

Accuracy matters more than dramatic wording. State what happened, identify the document that supports it, and separate a merchant refund request from the formal dispute sent to the issuer.

Frequently asked questions

Can I charge back a nonrefundable hotel reservation?

Not merely because your plans changed or you missed the stay. A dispute may be more supportable if the hotel charged contrary to the disclosed terms, confirmed a refund, failed to provide the reservation, or posted an incorrect or unauthorized charge.

Is the 60-day deadline the same for debit cards?

No. The FTC's 60-day written billing-error process described above applies to eligible credit-card billing errors. Debit, prepaid, and bank-account transactions can follow different federal and provider procedures. Report those problems promptly and follow your provider's instructions.

Should I contact the hotel before disputing the charge?

Usually, yes. The hotel or OTA may correct a simple error faster, and written contact gives you useful evidence. Contact the issuer immediately as well if the transaction is unauthorized or the credit-card deadline is close.

What if the issuer denies the chargeback?

Ask for the decision and reason in writing. Compare the merchant's evidence with your booking terms and timeline, then submit a concise response addressing any factual error. Use the issuer's stated appeal or complaint process and keep proof of every submission.

Can I send the same letter to the hotel?

Send the hotel or OTA a separate refund request. The formal billing dispute goes to the card issuer, which reviews the transaction under its own process. The same booking confirmation, policy, and correspondence can support both requests.

Do I need to name a Visa, Mastercard, or American Express reason code?

No. Use the issuer's category if it gives you one, but don't guess. The transaction facts and supporting documents are more useful than an incorrectly quoted network code.

Official references

• FTC: Using Credit Cards and Disputing Charges
• FTC: Sample Letter for Disputing Credit and Debit Card Charges

If the 60-day window is approaching, send the written notice to the billing-inquiries address now and keep proof that the issuer received it.