These PayPal dispute email templates are designed for messages in the PayPal Resolution Center, seller response page, or another formal case workflow. A template won't open a dispute by itself, and no wording guarantees a refund or a favorable decision. PayPal reviews the transaction, eligibility, deadline, and evidence before deciding.

For U.S. consumers, PayPal's U.S. Purchase Protection Program says a dispute must be opened within 30 days of delivery or fulfillment, when applicable, or within 180 days of the payment date, whichever comes first. Check the current terms and the deadline displayed in your case.

Before using a PayPal dispute template

Open PayPal directly through the app or by typing its website address into your browser. Don't rely on a link in an unexpected email. Locate the transaction, check the available case type and filing deadline, and then use the message that matches the facts.

Prepare:

Choose the reason carefully. Disliking an item doesn't automatically make it "Significantly Not as Described." A familiar merchant, subscription renewal, or household purchase doesn't automatically make a payment unauthorized. Select only the category that accurately describes the problem.

Never include your password, one-time security code, full card number, full bank account number, or Social Security number. Redact unrelated personal information from screenshots, but leave enough detail to identify the transaction.

Buyer PayPal dispute email templates

Paste the relevant template into the case message area. Delete statements that don't apply and replace every bracketed field with accurate information.

1. Item Not Received dispute template

Use this when the seller hasn't delivered the order and the tracking record doesn't show delivery to you.

Subject: Item Not Received dispute - transaction [transaction ID]

Hello PayPal and [seller name],

I am requesting help with an Item Not Received problem for [item description]. I paid [amount] on [payment date] through PayPal.

Order number: [order number]
Expected delivery date: [date]
Tracking number: [tracking number, or "No tracking was provided"]
Current tracking status: [status]
Seller contact dates: [dates]

As of [date], I have not received the item. I contacted the seller on [dates], and the response was [brief description, or "I received no response"].

Please review the transaction and attached evidence under the applicable PayPal policy. If the claim meets the policy requirements and the order is not shown as delivered to me, I request the refund available for the eligible claim.

Attached: [order confirmation, tracking page, seller messages, and other evidence].

Sincerely,
[full name]
[PayPal email address]

Don't use this template if tracking shows delivery and your concern is that the package was stolen afterward. Describe the facts accurately, then contact the carrier or seller about the delivery problem.

2. Significantly Not as Described dispute template

Use this when the item materially differs from the listing, such as an item advertised as new that was used or a product advertised as authentic that appears counterfeit.

Subject: Significantly Not as Described dispute - transaction [transaction ID]

Hello PayPal and [seller name],

I am disputing the purchase of [item description], transaction [transaction ID], paid on [date] for [amount].

The listing described the item as:
[quote or concise description of the important promise]

What I received was:
[objective description of the actual item]

Material differences:
- [difference 1]
- [difference 2]
- [missing component, damage, or condition issue]

I contacted the seller on [dates] and requested [refund, replacement, or another remedy]. The response was [brief factual summary].

The attached listing screenshots, order records, and photographs show the differences. Please review this as a Significantly Not as Described issue and tell me what return or other steps are required under PayPal's policy.

Sincerely,
[full name]
[PayPal email address]

Compare the item with the listing as it appeared when you bought it. Keep the original photos, description, model number, and condition statement.

3. Unauthorized transaction report template

Use this only when you genuinely did not make or approve the payment. A subscription renewal, household purchase, or familiar merchant may call for a billing explanation instead.

Subject: Unauthorized transaction report - transaction [transaction ID]

Hello PayPal,

I did not make or authorize the transaction listed below:

Merchant: [merchant name]
Amount: [amount]
Date: [date]
Transaction ID: [transaction ID]
Description shown in PayPal: [description]

I have checked with the people authorized to use this account [include only if true], and none of us approved this payment. [State whether goods or services were received, if known.]

Please investigate this transaction as unauthorized activity and advise me of the next steps. I have changed my PayPal password and reviewed my account security [include only if completed].

Attached: [transaction screenshot, relevant account alert, and redacted statement if needed].

Sincerely,
[full name]
[PayPal email address]

Change your PayPal password through the app or by manually visiting the website, enable an available two-step security method, and review recent account activity. If your card or bank account may also be compromised, contact the financial institution using the number on your statement.

4. Seller refund not received template

Use this when the seller agreed to a refund but the refund hasn't appeared in the PayPal transaction.

Subject: Refund agreed but not received - transaction [transaction ID]

Hello [seller name or PayPal],

On [date], [seller name] agreed to refund [amount] for transaction [transaction ID]. The agreement was made through [PayPal messages, email, or another channel].

As of [date], I do not see the refund credited to [PayPal balance or original payment method]. I have attached the seller's refund promise and the transaction record.

Please confirm whether the refund was issued, the date it was processed, and any action I need to take. If the seller has not completed the refund, please associate this message with case [case ID] and advise me of the available resolution option.

Regards,
[full name]

Keep the original refund promise, and check the transaction itself instead of relying only on a seller's message saying that a refund was sent.

5. Request to escalate a dispute to a claim

If communication with the seller hasn't resolved the issue, use the escalation option shown in the open case.

Subject: Request to escalate dispute [case ID] to a claim

Hello PayPal,

I opened dispute [case ID] for transaction [transaction ID] on [date]. The issue is [Item Not Received, Significantly Not as Described, or another accurate reason].

I attempted to resolve the issue with the seller on [dates]. The outcome was [no response, refusal to refund, partial solution, or other factual result].

Because the dispute remains unresolved, I am requesting escalation through the claim option shown in my Resolution Center. The relevant evidence is attached and includes [list the main documents].

Please confirm whether any additional information or return step is required.

Sincerely,
[full name]

Follow the instructions and deadline displayed in the case. Don't assume that a number of days from an older template applies to your transaction.

6. Message to a seller before opening a dispute

A short seller message gives the merchant an opportunity to correct a simple problem and creates a dated record.

Subject: Help requested for order [order number]

Hello [seller name],

I received [item or service] for order [order number], paid through PayPal on [date]. The problem is:

[brief, factual description]

I am requesting [a full refund, replacement, missing part, or another specific remedy]. Please respond by [reasonable date] and keep any resolution in the PayPal case or transaction record.

I have attached [photos, tracking information, or order details].

Thank you,
[full name]

Don't wait for a seller's response if doing so could cause you to miss the applicable PayPal filing deadline.

Seller PayPal dispute response templates

Respond through the case or chargeback response page shown in the PayPal account. A separate email to the buyer doesn't replace a formal response.

7. Item Not Received response with delivery evidence

Use this only when the tracking information is accurate and relates to the disputed order.

Subject: Response to Item Not Received dispute [case ID]

Hello PayPal,

I am responding to dispute [case ID] for transaction [transaction ID], order [order number], totaling [amount].

The order was placed on [date] and shipped on [date] through [carrier]. Tracking number: [tracking number]. The carrier record currently shows [delivered or other exact status] on [date] to [city and state or other permitted location detail].

The shipping address in the transaction details was [the address used, or "the address shown in the transaction details"], and the attached records correspond to this order.

Attached:
1. Order and payment record
2. Shipping label or proof of shipment
3. Carrier tracking and delivery confirmation
4. Relevant messages with the buyer

Please review the evidence under the applicable PayPal terms. I request a decision based on the transaction and delivery records.

Regards,
[seller name]
[business name]
[case contact information]

If tracking only says "in transit," don't describe the package as delivered. If you shipped to a different address after the buyer's request, disclose that fact rather than claiming the transaction automatically qualifies for seller protection.

8. Significantly Not as Described response

Use the listing and order records that existed when the buyer made the purchase.

Subject: Response to Significantly Not as Described claim [case ID]

Hello PayPal,

I am responding to case [case ID] concerning transaction [transaction ID] and item [description].

The original listing and order records described the item as:
[accurate description]

The item shipped was:
[accurate description, including model, size, color, condition, or serial information]

The buyer's stated concern is:
[quote or summarize the concern]

My response to that concern is:
[objective explanation supported by records]

I have attached the listing as it appeared at purchase, product photographs, packing or inspection records, and the relevant communication history. If a return or another step is required, I will follow the instructions provided through PayPal.

Please review the complete record and advise whether additional evidence is needed.

Regards,
[seller name]

Address each alleged difference separately. Avoid personal accusations and unsupported claims about the buyer.

9. Unauthorized transaction response

Delivery evidence alone doesn't establish that a buyer authorized a payment. Include only records the business actually possesses and may provide.

Subject: Response to unauthorized transaction case [case ID]

Hello PayPal,

I am responding to case [case ID] for transaction [transaction ID], placed on [date] for [amount].

Our records show:
- Order number: [order number]
- Item or service: [description]
- Order date and time: [date and time]
- Fulfillment status: [status]
- Shipping or access record: [details]
- Refund status: [status]

The attached records show how the order was placed and fulfilled. We can provide additional order, account, or payment records if PayPal requests them.

Please assess the transaction using the evidence in the case. We are not relying on delivery alone to establish that the payment was authorized.

Regards,
[seller name]

Don't claim that a buyer authorized a transaction merely because an order was submitted successfully. Include authentication, account-access, or usage information only if you actually possess it and are permitted to provide it.

10. PayPal chargeback evidence response

A chargeback is a bank or card-issuer process, not simply a normal PayPal dispute. Use the response route named in the PayPal notice and follow its deadline.

Subject: Chargeback evidence response - case [case ID]

Hello PayPal,

This response concerns chargeback [case ID] for transaction [transaction ID]. The stated reason or reason code is [reason, if shown].

Our response is:
[concise explanation of why the chargeback does not match the transaction facts]

Evidence index:
1. Transaction and payment record - [file name]
2. Invoice or order confirmation - [file name]
3. Shipping and delivery record - [file name]
4. Product or service description - [file name]
5. Buyer communication - [file name]
6. Refund or cancellation record - [file name]

Each document is labeled with the date and its relevance to the chargeback reason. Please review the evidence through the required process and request reversal of the chargeback if the records support that result.

Regards,
[seller name]

Don't promise that PayPal will reverse the chargeback. Card-network and issuer rules may apply, and the response deadline in the notice controls.

11. Request for review or appeal

An appeal may be available only for certain cases and within the period shown in the account.

Subject: Request for review of case [case ID]

Hello PayPal,

I am requesting review of the decision in case [case ID] for transaction [transaction ID].

Reason for review:
[identify the new evidence or specific factual error]

The new or previously unavailable evidence is:
[document and what it proves]

The decision appears to have overlooked or misunderstood:
[brief factual explanation]

I have attached the relevant records and labeled each document. The Resolution Center shows an appeal or review option for this case. Please confirm whether any additional information is required.

Regards,
[full name or business name]

A review request is stronger when it identifies one concrete error or new document. Repeating an unsupported argument in longer wording usually doesn't help.

Evidence checklist for a PayPal dispute

Buyer evidence

Seller evidence

Create a simple evidence index. For each file, record the date, what it shows, and why it answers the dispute. Keep the original files and submit copies with unrelated personal information removed.

Never alter a screenshot in a way that changes its meaning. If a document contains sensitive data, cover unrelated fields rather than changing transaction details.

Dispute, claim, and chargeback: which process controls the case?

Process Who reviews it What you should do
PayPal dispute Buyer and seller communicate through PayPal Open it within the applicable filing period and keep the discussion factual
PayPal claim PayPal reviews the dispute and submitted information Escalate through the case when allowed and answer every requested question by the displayed deadline
Card chargeback The card issuer and applicable card-network process Respond through the route in the notice and use the issuer's deadline
Unauthorized transaction report PayPal investigates the reported account activity Report it promptly, secure the account, and contact the bank or card issuer if its account may be affected

An unresolved dispute can move to a claim when the buyer follows PayPal's escalation process. PayPal's policy says it can make the final decision, including automatically closing a dispute or claim, based on eligibility requirements, information supplied during the online process, and other information it considers relevant.

A chargeback is separate from a PayPal claim. It may have different evidence rules and timing. If you contact your bank or card issuer about the same transaction, tell PayPal that another review is underway and keep your statements consistent. Don't seek or keep duplicate refunds for one loss.

PayPal deadlines: avoid outdated numbers

The filing deadline is the first risk. The U.S. Purchase Protection terms linked above state that the applicable limit is the earlier of:

After you open a case, use the action deadline in the Resolution Center or PayPal notice. A general number found online doesn't replace the deadline displayed for your transaction. Chargeback deadlines come from the card issuer and applicable network process; there isn't one PayPal chargeback period for every payment, card, reason code, or bank.

Common mistakes that weaken a dispute

A verifiable message is more useful than an emotional one. For example, write: "Tracking number [number] shows [status] as of [date], and I have not received the order," rather than simply saying, "The package was not delivered."

Frequently asked questions

Should I email PayPal or use the Resolution Center?

Use the Resolution Center for a formal dispute, claim, seller response, or chargeback response. These templates can be pasted into the case message area or used when PayPal specifically requests a written explanation. If an email appears to come from PayPal, verify it by checking the transaction in your account instead of using its link.

Can a template guarantee that I will win?

No. A template helps you organize relevant facts, but PayPal decides under its policy, eligibility rules, deadlines, and evidence. Clear wording can't replace proof.

What if the seller asks me to close the dispute first?

Keep the agreement in the PayPal case and confirm that the refund has been completed before closing the case. Don't send a separate payment to receive a refund.

Can I file a bank chargeback after opening a PayPal dispute?

A bank or card chargeback is a separate process. Before starting it, tell the issuer that a PayPal case exists, and tell PayPal if the issuer becomes involved. Follow the notice and avoid duplicate recovery.

What should I do first?

Open the transaction in PayPal, check the case type and applicable deadline, and paste the template that matches the facts. Attach a dated evidence list, then respond to every new request through the case.

This information is practical consumer guidance, not legal advice. PayPal's current policy and the notice in your account control your case.

Before submitting, read the message once more and confirm that every date, amount, tracking number, and description matches the records you attach.