Chargebacks can disrupt your cash flow—especially when they stem from “Request Copy Invalid or Illegible” claims. These occur when the cardholder’s bank receives documentation from the merchant that is unreadable, incomplete, or irrelevant. In 2025, as regulatory scrutiny and consumer rights become more stringent, U.S. businesses must take extra care in how they submit transaction documents during disputes.
Let’s walk through what causes these chargebacks and how to avoid or respond to them effectively.
What Is a “Request Copy Invalid or Illegible” Chargeback?
This type of chargeback occurs when a merchant provides:
- Blurry or illegible receipts
- Incomplete transaction records
- Wrong or unrelated documentation
- Documents submitted in outdated formats or corrupt files
Acquirers and issuing banks reject such documentation, leading to a chargeback that the merchant loses by default—even if the transaction was legitimate.
Common Reasons These Chargebacks Happen
Understanding the root cause can help prevent future disputes. Common reasons include:
- Low-quality scanned documents
- Handwritten receipts that are hard to read
- Screenshots instead of official receipts or invoices
- Uploading the wrong file or leaving it blank
- Expired or unsupported document formats (e.g., .tiff, .xls)
How to Prevent Invalid or Illegible Documentation Chargebacks
Proactive prevention is the best defense. Here’s how to protect your business in 2025:
✅ Use High-Resolution Scans
Make sure every scanned document is clear and readable, ideally in PDF format. Avoid faded receipts or low-contrast images.
✅ Double-Check Before Upload
Before submitting to the acquiring bank or chargeback portal, always verify the file:
- Is it complete?
- Is the customer name visible?
- Is the transaction date correct and legible?
✅ Stick to Accepted Formats
Most processors prefer PDF, JPG, or PNG files. Avoid Word docs, Excel sheets, or other formats unless explicitly requested.
✅ Standardize Documentation
Train your team to follow a consistent checklist when preparing evidence for chargeback responses.
✅ Leverage Automation Tools
Use chargeback management platforms that validate files for format, resolution, and content before submission.
How to Respond to a Chargeback If It Happens
Even with precautions, chargebacks still occur. Here’s how to handle this type:
1. Review the Reason Code
Check the specific code from Visa, Mastercard, or other card networks. It usually indicates why your documents were rejected.
2. Gather Correct Documents
Collect high-quality, full transaction records. Include order confirmations, signed receipts, IP logs, and correspondence with the customer.
3. Resubmit Promptly
You often have 7–14 days to respond. Don’t delay—resubmit corrected, legible documents quickly to challenge the chargeback.
4. Keep Internal Records
Document the failure and retrain your team if necessary. Preventing a second chargeback for the same issue is critical.
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Final Thoughts: Be Proactive, Not Reactive
In 2025, U.S. businesses can’t afford to lose revenue due to preventable documentation errors. Invalid or illegible chargebacks can be avoided with consistent processes and the right tools. Whether you’re using a manual system or a chargeback platform like Dispute Response, make sure your documentation meets the standards from the start.
