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A credit card authorization form you can copy
Say exactly what you'll charge for. A form that says "any amount" is the one a customer disputes, and it's the one a card company is least likely to side with you on.
Credit card authorization
- Business
- [Your business name], [phone], [address]
- Cardholder
- [Name as it appears on the card], [billing address and zip code]
- Card
- [Card type], number [card number], expires [MM/YY]
- Contact
- [Email or mobile number for receipts]
| You may charge | When | Amount |
|---|---|---|
| [Deposit for the job at the address below] | [On signing] | [amount] |
| [Balance of the job] | [When the work is done] | [amount on the invoice] |
| [Monthly plan or recurring visits] | [Day of each month or after each visit] | [amount] |
| [Late cancellation fee, if your policy has one] | [Per your cancellation policy] | [amount] |
I allow [business name] to charge the card above for the items listed, and only those.
A receipt goes to the contact above for every charge.
This stays in place until [date or the job is paid in full], or until I cancel it in writing. Charges for work already done still stand.
Signed: [cardholder] [date]
Do I need a credit card authorization form?
You don't need one when the customer taps or swipes their card in person. You do want one any time you charge a card without it in front of you. Card companies don't require the form, but when a customer disputes a charge, a signed form is the first thing you'll be asked for.
- Deposits taken over the phone. Before you order materials or hold a big day on the schedule.
- Recurring visits. Monthly lawn care, cleaning or maintenance plans billed to a card on file.
- Charging after the job. When the customer isn't home when you finish.
- Cancellation fees. If your policy charges for late cancellations or no-shows, the form should say so.
Is it safe to fill out a credit card authorization form?
It can be, if the business handles it carefully. Card industry security rules, known as PCI, set how card details are kept. Your card processor can tell you what applies to you, and most can store the card for you so the number never sits in your files. If you keep paper forms, keep them locked up and shred them when the job is paid.
- Asking for the security code on the form. Card rules don't let you keep it after the charge.
- Card numbers sent by email or text
- Forms left in the truck or a shared inbox
- Keeping the form after the last charge is done
How do I get a credit card authorization form?
Copy the one above into your own letterhead, or ask your card processor, since many have a form built in and send it for an electronic signature. Whichever you use, send it with the estimate or the first invoice, so the customer signs it while they're already saying yes.
Hi [name], thanks for booking with [shop]. To hold your spot on [date], here's the card authorization for the deposit. It only covers the amounts listed on it, and you'll get a receipt for every charge. Please don't email your card number. Use the secure link below instead. Thanks, [your name]
