Free letter to dispute junk credit card processing fees (copy and paste)

Processors often add small recurring fees that can be removed if you ask: PCI non-compliance, statement, annual, monthly minimum and vaguely named "regulatory" or "compliance" fees. Below is a free letter you can copy, fill in and send. It also asks for a review of your markup, which is where the larger savings usually are.

When to use it

• Your statement shows a PCI non-compliance fee, especially after you already filed your questionnaire (SAQ).
• You see statement, annual, minimum, "regulatory", "compliance" or other fees you don't recognize.
• Your effective rate (total fees ÷ card sales) looks high. Check it with the free fee grade.
• You've been with the processor a while and haven't reviewed pricing in a year or more.

The letter

Replace everything in [brackets] and delete lines that don't apply. Never include full card or account numbers.

Copy letter

Subject: Request to remove and refund fees – Merchant ID ending [last 4 digits]

To: [Processor name] Customer Service / Retention Department

My business, [Business legal name] (DBA [DBA name]), has processed cards with you since [month/year]. I've reviewed my statement for [month/year] and am requesting the following:

1. Remove these fees going forward and refund them for the last [3–6] months:
   - PCI non-compliance / non-validation fee: $[amount] per [month/year]
     [If applicable: I completed PCI validation on [date]; attestation attached.]
   - Statement fee: $[amount] per month
   - Annual fee: $[amount], charged [month]
   - Monthly minimum fee: $[amount] per month
   - "Regulatory" / "compliance" / [other name] fee: $[amount] per month
   - [Any other fee name]: $[amount]

2. For any fee you will not remove, please tell me the specific section of my merchant agreement that authorizes it and the date I was notified of it.

3. Please review the markup on my account. My effective rate for [month] was [x.xx]% (total fees $[amount] ÷ card sales $[amount]). Please confirm my current pricing model (tiered, interchange-plus or flat rate) and the markup you charge above interchange, and tell me what lower pricing you can offer to keep my account.

Please confirm in writing which fees will be removed, the refund amount and the statement month the changes take effect. I'd appreciate a reply by [date, about 10 business days out].

Thank you,
[Your name]
[Title], [Business legal name]
[Phone] · [Email]
Merchant ID ending [last 4 digits only]

Tips that improve your odds

• Call, then put it in writing. A phone call gets you a person who can act; the email or portal message creates a record.
• Ask for the retention department. Front-line support often can't waive fees; retention usually can.
• Request a refund for the last 3–6 months, not just removal going forward. Expect a counteroffer.
• Get confirmation in writing, including the fees removed, the refund amount and the effective date. Note the rep's name or ticket number on calls.
• Check your next statement. Fees sometimes reappear or come back under a new name. If they do, reply to the same thread with the confirmation.
• Stay polite and specific. Line items and dollar amounts get faster results than general complaints.

FAQ

Related

PCI non-compliance fee · Effective rate guide · Interchange-plus vs flat rate

Last reviewed Oct 2026. This is a general template for information only. It is not legal advice, and results aren't guaranteed. Your merchant agreement controls which fees apply.