A single chargeback can cost you the sale, the product, the shipping, and the chargeback fee. Too many chargebacks can lead to:

• higher processing rates
• reserves and funding delays
• account reviews
• or even termination of your merchant account



If you operate a gun store, FFL dealership, range, training company, gunsmith shop, or firearms ecommerce business, you need a strategy that protects you.

At EPIC Merchant Systems, we work with firearms merchants every day and we see the patterns. The good news is this:

There is no 100 percent guarantee that chargebacks can be prevented entirely. Even the best businesses will deal with disputes from time to time.

But we believe this guide and the tools we provide will significantly help you:

• reduce chargebacks
• prevent disputes caused by confusion
• and increase the chances of winning when a chargeback happens

Let’s break it down.

Why Firearms Businesses Get More Chargebacks Than Other Industries

Firearms merchants often face a higher dispute risk because of these common factors.

High ticket purchases

Firearms, optics, suppressors, safes, and premium accessories involve larger transactions, and higher dollar amounts create more disputes.

Compliance, delays, and transfers

Purchases are tied to background checks, permits, NICS delays, transfers, waiting periods, and other requirements. These steps are outside your control, but customers still blame the store.

Buyer remorse and friendly fraud

Many chargebacks are not true fraud. They are customer regret or household pressure. The customer disputes the charge instead of following the store’s policy.

Ecommerce shipping issues

Online firearms accessory and ammo sellers frequently receive “item not received” disputes, even when the package was delivered.

How to Prevent Chargebacks for Gun Stores and Firearms Businesses

The best way to win chargebacks is to prevent them before they happen. Most disputes occur because customers claim one of the following:

• I do not recognize this charge
• I did not know the policy
• I did not receive the item
• I was promised a refund
• I never authorized this

Here are the best practices that reduce these disputes.

1. Use a Firearms Friendly Policy Acknowledgment Form (Initial and Sign)

This is one of the most effective chargeback reduction strategies for firearms businesses.

Many of the best gun stores have customers initial and sign a form at the time of purchase that clearly explains policies related to:

• restocking fees
• deposits and special orders
• buyer remorse
• store credit rules
• refund policy
• custom work and gunsmithing
• permits, transfers, background checks, and delays

Why does this matter?

Because chargebacks are decided by evidence. When a customer claims they did not know the policy, your signed and initialed form proves they did.

This is one of the strongest pieces of documentation you can submit in a chargeback response.

2. Reinforce Policies on the Receipt and With Store Signage

Smart firearms merchants do not rely on one disclosure method.

They reinforce policies in three places:

• signed acknowledgment form
• printed receipt language
• signage posted at the register

This removes confusion and adds layers of proof if a customer disputes later.

3. Fix Your Billing Descriptor to Prevent “Unrecognized Charge” Disputes

One of the most common chargeback reasons is “I do not recognize this transaction.”

This happens when the statement descriptor does not match the store name a customer knows.

Best practice:

• statement descriptor should match the store’s public brand name
• include a store phone number on the descriptor when possible
• include your phone and website on the receipt

This simple fix prevents a large number of unnecessary disputes.

4. Require AVS and CVV for Ecommerce and Phone Orders

If you accept card not present transactions, fraud controls are critical.

Use:

• AVS verification
• CVV verification
• velocity controls to block repeat attempts
• stricter approval rules for high value items

If you accept mismatched transactions, you are accepting higher liability.

5. Use Signature Confirmation on High Value Shipments

For firearms ecommerce, “item not received” is one of the most common chargeback types.

Best practice:

• always use tracking
• require signature confirmation above a set threshold
• save proof of delivery and carrier confirmations
• keep customer communication related to shipping and delivery

If you cannot prove delivery, winning that dispute becomes difficult.

How to Win a Firearms Chargeback When It Happens

If you get a chargeback, the outcome is often determined by three things:

• how fast you respond
• the quality of your evidence
• and whether your evidence matches the reason code

Here is the process used by successful firearms merchants.

Step 1: Identify the Chargeback Reason Code

Different disputes require different evidence.

Common firearms chargeback categories include:

• fraud or unauthorized
• item not received
• not as described
• refund dispute
• canceled recurring billing

The reason code tells you what proof is required.

Step 2: Respond Quickly

Chargebacks have strict response windows. If you miss the deadline, you lose automatically.

Best practice: respond within 48 hours.

Step 3: Submit a “Perfect Packet” to the Bank

Winning chargebacks is not about emotion. It is about documentation.

Your response should include:

• a one page cover letter summarizing the case
• the receipt and invoice
• the signed and initialed policy acknowledgment form
• a photo of store signage if available
• proof of delivery or proof of service completion
• customer communication records
• store credit issuance proof if applicable

When you submit a clear, organized packet, you significantly increase your chance of winning.

Store Credit vs Refunds: A Smart Strategy to Reduce Chargebacks

Many firearms businesses use store credit instead of refunds for certain purchases, especially when the items are:

• special orders
• deposits
• transfers
• opened accessories
• ammunition
• custom gunsmithing
• services already provided

Store credit can reduce refund disputes because it allows the customer to receive value without forcing the store to absorb the loss.

Important: store credit only works as a chargeback prevention strategy if it is clearly disclosed before purchase.

That is why it must be included in:

• the policy acknowledgment form
• receipt language
• and store signage

Important Reminder: No Strategy Prevents 100 Percent of Chargebacks

Even the strongest policies and documentation cannot stop every dispute.

There will always be customers who:

• act dishonestly
• regret their purchase and file a dispute
• or banks that side with the cardholder despite strong evidence

However, firearms merchants that implement the strategies above consistently experience:

• fewer chargebacks
• fewer losses
• and stronger chargeback win rates

Get the EPIC Merchant Systems Chargeback Prevention and Response Kit Free

To help firearms and firearms related businesses protect themselves, EPIC Merchant Systems created a Chargeback Prevention and Response Kit that includes:

• a firearms friendly policy acknowledgment form (initial and sign)
• sample receipt language that strengthens disputes
• store signage wording to reinforce policies
• a one page chargeback response cover letter template
• evidence checklists based on dispute reason codes
• store credit language that protects you and reduces refund disputes

If you want the kit, contact EPIC Merchant Systems and we will provide it to you free of charge.

No pressure. No gimmicks. Just tools that help you protect your revenue and keep control of your business.

Frequently Asked Questions (FAQ)

What is the most common reason for firearms chargebacks?

The most common reasons are unrecognized charges, refund disputes, buyer remorse, and item not received claims for ecommerce shipments.

How can a gun store reduce chargebacks quickly?

The fastest way is to implement a signed and initialed policy acknowledgment form, fix the billing descriptor, and reinforce policies on receipts and store signage.

What documents help win a chargeback?

The best documents include a signed policy form, receipt, invoice, delivery proof, service completion records, and customer communication history.

Are firearms merchant accounts more sensitive to chargebacks?

Yes. Firearms and firearms related businesses often operate under higher risk underwriting standards, so chargeback ratios can affect processing stability more quickly.

Want our FREE, NO OBLIGATION Chargeback Prevention and Response Kit?

If you want to reduce chargebacks and improve your ability to win disputes, contact EPIC Merchant Systems and request the free Chargeback Prevention and Response Kit.