What is a Chargeback Rate and Why Your Hotel Should Care About It
Chargebacks are a hidden threat in the hospitality industry, costing hotels thousands of dollars annually. When guests dispute charges with their banks, hotels not only lose revenue but also face increased fees, reputational damage, and even potential termination of their merchant accounts.
But what is a chargeback rate, and why should hotels be concerned? More importantly, how can solutions like ID scanning and Guest Ban help hotels fight fraudulent chargebacks?
This article breaks down chargeback rates in the hotel industry, the reasons guests file disputes, and proven strategies to reduce chargeback fraud.
What is a Chargeback Rate?
A chargeback rate is the percentage of transactions that result in a chargeback. In the hotel industry, the average chargeback rate ranges between 0.89% and 1.10%.
Formula to calculate chargeback rate:
Chargeback Rate=Total ChargebacksTotal Transactions×100
For example, if a hotel processes 1,000 bookings per month and receives 10 chargebacks, its chargeback rate would be 1.0%.
The Financial Impact of Chargebacks on Hotels
Let’s say a hotel generates $1.5 million per year in revenue. If its chargeback rate is 1.0%, the potential loss from chargebacks could be significant:
- $1,500,000 × 1.0% = $15,000 lost annually
- Additional chargeback fees per dispute (ranging from $20 to $100)
- Increased processing fees if the hotel is flagged as high-risk
- Lost revenue from guests who stay but refuse to pay
Chargebacks don’t just affect a hotel’s bottom line—they also put merchant accounts at risk, potentially leading to higher fees or even the inability to accept credit cards.
Why Are Hotel Guests Filing Chargebacks?
Guests file chargebacks for many reasons—some legitimate, but many fraudulent. Here are some of the most common causes:
1. Guests Didn’t Like the Service
If a guest is unhappy with their experience, instead of requesting a refund from the hotel, they go straight to their bank and dispute the charge. This is often classified as a “service-related chargeback.”
2. Guests Have Low Bank Balances & Want Their Money Back
Some guests knowingly commit chargeback fraud as a way to reclaim money they’ve already spent, even though they stayed at the hotel.
3. Guests Cause Damages & Don’t Want to Pay
Hotels frequently charge guests for room damages, smoking violations, or minibar consumption. Some guests dispute these charges falsely, claiming they never made the purchases.
4. Repeat Chargeback Offenders Stay in Hotels for Free
Certain individuals game the system by filing chargebacks at multiple hotels, essentially staying for free while leaving businesses to absorb the losses.
5. Stolen Credit Cards & Identity Fraud
Fraudsters use stolen credit cards to book rooms. When the real cardholder notices the charge 2-3 months later, they dispute it, and the hotel loses out.
Why Hotels Struggle to Fight Chargebacks
Even when a chargeback is fraudulent, hotels often lack the proof to fight it successfully. Common issues include:
1. Incorrect Guest Details at Check-in
- Front desk staff may enter misspelled names or incorrect addresses, making it difficult to verify the guest later.
- Some hotels fail to scan guest IDs, leaving them without proof of identity.
2. Lack of Evidence That the Guest Stayed at the Property
- Many chargebacks occur 2-3 months after checkout, making it difficult to retrieve guest records.
- Digital signatures, check-in forms, or video evidence may be missing.
3. Security Camera Footage Doesn’t Go Back Far Enough
- Most hotels only store security footage for 15 to 30 days, while chargebacks typically appear after 60-90 days.
- If a guest disputes a charge 3 months later, the hotel might have no video proof of their stay.
4. Weak Payment Authorization Practices
- Hotels that do not use EMV chip readers or secure online payment methods are at a higher risk of fraud.
Without proper documentation, hotels lose most chargeback disputes—even when the guest actually stayed at the property.
How ID Scanning Can Reduce Chargebacks
Many hotels are now using Guest Ban’s ID scanning technology to prevent fraudulent chargebacks. Over the past year, we tracked multiple hotels, including Super 8, Quality Inn, Econolodge, and independent properties, all operating on different Property Management Systems (PMS) such as Synxis Hub, Choice Advantage, and Opera. The Guest Ban system seamlessly integrates with any PMS, ensuring a customized solution for every property.
The Real Problem: Incomplete Guest Details
Every hotel we spoke to in 2024 identified the same major pain point: missing or incorrect guest details in reservations.
Why Does This Happen?
Front desk jobs are demanding, especially during peak check-in hours after 3 PM. Often, a single front desk agent must handle:
- A long line of impatient guests checking in simultaneously.
- Phone calls from customers with questions and reservations.
- Manually checking guests against a long list of banned guests from previous incidents.
Under this pressure, front desk staff rush through check-ins, leading to:
❌ Misspelled names, incorrect addresses, or missing contact details.
❌ Failure to update guest information in the PMS.
❌ Overlooking banned guests due to memory overload.
Without accurate records, hotels struggle to dispute chargebacks, as they cannot prove the guest actually stayed at the property.
Real Results from Hotel Owners
“Guest Ban has tremendously helped cut down chargebacks by having ID accessible when we need it. It has paid for itself many times over.” – Quality Inn Owner
Every guest ID is securely stored in the Guest Ban web portal, allowing hotel management to:
📂 Retrieve, check, and print guest ID in case of chargeback disputes.
📷 Provide documented proof to banks when challenging fraudulent claims.
For properties facing compliance issues with local authorities and law enforcement, Guest Ban also offers Nationwide Criminal History Checks, including:
🔍 Active Warrants
🔍 Felonies
🔍 Sex Offender Registry
🔍 Arrest Records
This additional layer of security reduces police calls, prevents guest-related damages, and enhances hotel safety. With Guest Ban, hotels automate the entire check-in process, prevent chargeback fraud, and protect their bottom line.
How Guest Ban Can Help Hotels Reduce Chargebacks
Guest Ban is a hotel security and fraud prevention tool that helps properties avoid problematic guests—those who frequently file chargebacks, cause damages, or engage in fraudulent activity.
Key Features of Guest Ban for Chargeback Prevention
🔍 Guest Screening Database – Identify guests with a history of chargebacks or fraud.
📲 Automated Alerts – Notify hotel staff about high-risk guests before they check in.
🔐 ID Verification Integration – Combine with ID scanning for additional security.
🚫 Blacklist Problematic Guests – Prevent repeat offenders from staying at your hotel.
By implementing Guest Ban, hotels can reduce their chargeback rate and prevent fraudulent transactions before they occur.
Best Practices for Hotels to Lower Chargeback Rates
1. Require ID Verification at Check-in
Hotels should scan guest IDs and keep digital records for at least 90 days.
2. Clearly State Cancellation & Refund Policies
Ensure policies are visible at booking to prevent chargebacks related to misunderstanding terms.
3. Use Secure Payment Processing Methods
Adopt EMV chip technology and tokenized payment methods to reduce fraud.
4. Implement Guest Screening Tools Like Guest Ban
Hotels should blacklist repeat chargeback offenders to prevent them from staying again.
5. Maintain Detailed Guest Records
Keep signed check-in forms, digital logs, and security footage for as long as possible.
Guest Ban Solution for Hotel ID Scanning
Chargebacks are a growing problem for hotels, with industry rates averaging 0.89% to 1.10%. While some disputes are valid, many are fraudulent, costing hotels thousands of dollars per year.
The best way to combat chargebacks is through ID scanning, guest screening, and secure payment processing. Tools like Guest Ban help hotels identify problematic guests before they check in, significantly reducing fraud-related chargebacks.
Our team works with hotels all over USA to provide the most advanced ID scanning solutions tailored to their needs. Guest Ban’s ID scanning technology instantly verifies guest identities, detects fake IDs, captures ID and passport images, and automatically records guest data—ensuring a faster, more secure check-in process.
Guest Ban seamlessly integrates with any Property Management System (PMS), ensuring 100% accuracy in guest records while automating compliance and fraud prevention. Each scanned ID is securely stored and linked to the guest’s reservation, making it easy to retrieve records for chargeback disputes, law enforcement requests, or internal reviews.
Protect your hotel from chargebacks, fraud, and unwanted guests with Guest Ban. Contact our team of hospitality security experts today to learn how ID scanning and Guest Ban’s screening solutions can safeguard your property.
