How Long Does a Credit Card Reversal Take? Reversal Time Frames and Merchant Refund Responsibilities

Credit card reversal happens when a prospective or completed transaction is overturned, and the funds are credited to the shopper's account. Merchants and customers can initiate credit card transaction reversals. However, the cardholder’s bank initiates most reversals on credit cards.

So, how long does a credit card reversal take, and why must you care about transaction reversal? The impacts first. Credit card reversals affect your finances. They also influence customer relationships and business operations. Credit reversals, including chargebacks, translate to fiscal hiccups and an uptick in operational costs.

Managing customer disputes can be a nightmare. That's especially true if you don't know how cardholders can reverse a completed transaction. Again, understanding what goes into credit card reversal, including reversal timeframes and your refund responsibility as a merchant, helps you identify fraud and reduce transaction errors.

Let's examine the reasons for credit card reversals before we dissect credit reversal timeframes and your role in the process.

Reasons for Credit Card Transaction Reversal

There are several reasons for transaction reversals. These include:

1. Selling out-of-stock products.
2. The shopper had buyer’s remorse.
3. Product misrepresentation from poor descriptions.
4. Billing mistakes, such as double billing or overcharging.
5. The shopper mistakenly made multiple purchases of the same item.
6. Your authorization systems failed to catch a fraudster impersonating the shopper.

This list is by no means exhaustive. And getting lots of credit reversal requests is no joy at all. It could mean you have a problem with your product quality, business operations, or anti-fraud systems. So, it’s profitable that you investigate each return request to figure out the underlying issue you’re dealing with.

That said, let’s examine the reversal timeframes and what you must do to minimize credit reversals.

How Long Does a Credit Card Reversal Take?

To understand how long a reversal on a credit card might take, you must first understand the various ways cardholders can initiate transaction reversals.

The three major debit or credit card reversal channels are as follows:

1. Authorization Reversals.
2. Refunds.
3. Chargebacks.

Authorization reversal is a type of credit card transaction reversal where payment authorization is canceled before the transaction is fully processed and funds retained in the shopper's account. Authorization reversal happens at the interval between the initial approval and the transaction completion stage. The funds will be remitted back to the cardholder's account without a formal refund processed.

Refunds are generally understandable and straightforward. The customer requests a transaction reversal, returns the product, or cancels the order, and the merchant remits the transaction funds back to the customer’s original payment method.

Chargebacks, on the other hand, are forced credit card transaction reversals. Chargebacks are initiated by the cardholder’s bank. We shall discuss these concepts further in a subsequent piece on payment reversals.

Having said that, below are the typical credit card and debit reversal timelines.

1. Authorization Reversals. This happens straight away. If you, the merchant, initiated the authorization reversal process, the shopper might not even be aware that a reversal had taken place.
2. Refunds. Payment reversal by refund requires remitting transaction funds that had left the customer’s account back to them. Hence, the refund process can take 5 to 10 days, depending on your refund policy. In other words, refunds are treated as new transactions. The merchant acquirer transfers funds to the cardholder’s bank account.
3. Chargebacks. As intimated earlier, chargebacks are distinct from the above transaction reversal processes. Even though they ultimately result in remitting transaction funds back to the cardholder, the timeline is much more extensive. The reversal timeline for chargebacks takes anywhere from 30 to 60 business days. The timeline will be much longer if the chargeback dispute enters arbitration or a second chargeback.

Merchant Responsibilities in Credit Card Reversals

Credit reversals cost you money, even if they’re just authorization reversals.

For example, an authorization reversal means you forfeit the prospective sale. A refund costs you both the sale, order shipping fees, and interchange fees, while chargebacks come with even steeper losses. You lose the sale, the order, the shipping cost, and fork-over chargeback fees, and still suffer sales cannibalization as the product often turns up in a secondary market (in the case of friendly fraud). Your reputation takes a hit in most instances, and regulatory scrutiny increases.

Therefore, a merchant’s primal responsibility in credit card transaction reversals is to prevent them. Here’s how:

1. Avoid selling out-of-stock products.‍
   • Monitor sales trends to forecast demands.
   • Build strong supplier relationships for timely restocks.
   • Use inventory management software for real-time stock tracking.
   • Suggest alternative or related products for out-of-stock items.
   • Allow back ordering and update shoppers of delivery delays.
   • Offer pre-sale or pre-order for high-demand or limited-edition merchandise.

2. Prevent buyer’s remorse or friendly fraud with adequate authorization and anti-fraud policy. Ideally, you should:
   • Ensure product description matches actual product functionality and features.
   • Ship orders with tracking to help customers know the merchandise will be delivered.
   • Make your billing descriptors easily understandable, with clear product descriptions, a company name, and contact information.
   • Promptly submit cardholder transactions for clearing to avoid chargebacks due to forgotten purchases. Download our fraud prevention strategies ebook for more insights on this subject.

3. Improve your business operations. ‍
   • Close all back office loopholes that could cause double billing and overcharging.
   • Process refund or authorization reversal requests from customers immediately to avoid them turning into a chargeback. ‍
   • Ensure customers provide accurate payment information before processing a transaction.

Other Merchant Responsibilities in Credit Card Reversals

Ultimately, your duty as a responsible merchant is to ensure good customer relationships and minimize fraud to avoid credit reversals. Besides that, you are also responsible for:

1. Responding to transaction credit reversal. For example, if the customer indeed was a victim of fraud, and filed a chargeback for a transaction reversal on a credit card, you have to accept the request. Such cases are unwinnable even if you contest them. But if the credit reversal is meritless, then your response should be to contest it.
2. Managing payment reversals. This includes using automated systems, like Chargeflow, to proactively mitigate reversals and streamline processes. That way, you are not waiting for cases to arise, which can be costly!

Final Thoughts on Credit Card Reversal

A credit card reversal is the undoing of a prospective or completed transaction. It can be an authorization reversal, which is processed instantly, a refund, which typically takes 5 to 10 days, or a chargeback, which can take up to 60 days to resolve.

As such, credit card payment reversals impact merchants by incurring costs, attracting fees, and, in cases of chargeback fraud, resulting in both loss of transaction funds and the sold product.

Preventing credit reversal requires proactive and methodical approaches like closing fraud loopholes before and after transaction processing. On that note, I invite you to explore how Chargeflow is helping merchants prevent losses from false chargebacks and payment fraud.