Hello, I'm the owner of The Rustic Olive Bistro, merchant ID [MID]. We process about $85,000 a month in card sales over about 2,000 transactions. Our effective rate (total fees ÷ card sales) is currently 3.10%. I'm reviewing our processing costs and would like to ask for: 1. Interchange-plus pricing at interchange + 0.20% and 7¢ per transaction. 2. An updated fee schedule in writing. Please reply within 10 business days. Thank you, [Your name] Owner, The Rustic Olive Bistro

5 Steps Before You Send It

1. Know What You Can NegotiateYour processor’s markup, per-transaction fee and its own monthly or yearly fees are negotiable. Interchange and card-brand fees are set by the card networks and are not.

2. Check Your NumbersYour effective rate is total fees ÷ card sales over the last three statements. This letter uses 3.10% from your restaurant profile; correct it there if it’s off.

3. Get a Written Quote FirstSend a recent statement to one or two other processors and ask for interchange-plus pricing with every fee listed. Compare quotes in total dollars per month, not headline rates.

4. Read Your ContractNote the end date, automatic renewal, early-termination fee and any equipment lease before you say you might leave. A lease can outlast the processing contract.

5. Get It in Writing, Then CheckAsk for the new fee schedule in writing and check your next statement to see that it was applied.

Negotiation Playbook

A letter and steps to negotiate lower card processing fees

Letter builder

Merchant Contract Negotiation Playbook

A letter to your processor with your own numbers, asking for lower markup and fewer fees. Our processing calculator estimates you could save about $7,650 a year.

Processor contact name

Your Merchant ID (MID)

Your name

Fees to ask them to remove

Tick only fees that appear on your statement.

Competing quote

I have a written quote from another processor

The letter only mentions a quote when you have one. Getting one first is your strongest card.

Subject: Pricing review for The Rustic Olive Bistro, MID [MID]

Hello,

I'm the owner of The Rustic Olive Bistro, merchant ID [MID]. We process about $85,000 a month in card sales over about 2,000 transactions. Our effective rate (total fees ÷ card sales) is currently 3.10%.

I'm reviewing our processing costs and would like to ask for:
1. Interchange-plus pricing at interchange + 0.20% and 7¢ per transaction.
2. An updated fee schedule in writing.

Please reply within 10 business days.

Thank you,
[Your name]
Owner, The Rustic Olive Bistro

Edit anything after you paste it. The markup asked for (interchange + 0.20% and 7¢ per transaction) is our calculator’s example, not a market rate; if you have a better written quote, ask for that instead.

5 Steps Before You Send It

2. Check Your NumbersYour effective rate is total fees ÷ card sales over the last three statements. This letter uses 3.10% from your restaurant profile; correct it there if it’s off.

4. Read Your ContractNote the end date, automatic renewal, early-termination fee and any equipment lease before you say you might leave. A lease can outlast the processing contract.

5. Get It in Writing, Then CheckAsk for the new fee schedule in writing and check your next statement to see that it was applied.

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