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Return Authorization Form
(RMA)
Customer / Company
Contact Name
Phone
Email
Ship-From Address
RMA #
Request Date
Order / Invoice #
Purchase Date
Purchased From
Items to Return
Item # / SKU
Description
Qty
Serial #
Reason Code
Condition
Total
※ Reason codes: 1 Defective · 2 Damaged in shipping · 3 Wrong item · 4 Not as described · 5 No longer needed · 6 Other (explain below).
Problem Description
Resolution Requested
Customer Prefers
Original Packaging
Accessories Included
I confirm the information above is accurate. Items must be returned within the return window with this form and the RMA # on the box.
Customer Signature
Date
For Office Use
Received
Inspection Result
Action Taken
Amount / Ref #
How to fill out a Return Authorization Form
Free Return Authorization Form template
A return merchandise authorization (RMA) form records a customer’s request to send back products. It identifies the order and items, the reason for the return, the condition of the goods and the resolution the customer wants, and gives the seller an RMA number to track the return.
How to fill it out
Enter the customer or company, contact name, phone, email and ship-from address.
Fill in the request date, the original order or invoice number, the purchase date and where it was bought.
List each item with SKU, description, quantity, serial number, reason code (1–6) and condition.
Describe the problem — what is wrong, when it started and what has been tried — and choose refund, replacement, repair, store credit or exchange.
The customer signs; the seller assigns an RMA number. Write the RMA number on the outside of the box and put the form inside.
When the return arrives, fill in the For Office Use box: date received, inspection result, action taken and refund or reference number.
Tips
Give clear return instructions: the address, a deadline and who pays shipping.
Ask customers to ship in the original packaging with all accessories, and record what actually arrived.
Inspect items on arrival and record the result before you issue a refund.
Track reason codes by product each month to spot quality or listing problems.
Speaker turns off after about 5 minutes on battery, even when fully charged. Tried a reset and a different charger. The cable arrived with a frayed end.
Resolution Requested
Customer Prefers
Replacement
Original Packaging
Yes
Accessories Included
All
All names, companies and contact details are fictional. Click “Fill sample” above to put this example into the empty fields; click again to remove the parts you did not change.
FAQ
What does RMA stand for?
Return merchandise authorization — the seller's approval for a return, with a number used to track it.
Who pays return shipping?
It depends on your return policy. Many sellers pay when the item is defective, damaged or wrong, and the customer pays for change-of-mind returns.
How long should an RMA be valid?
Commonly 14 to 30 days from approval. Write the deadline on the form or in your return instructions.
