Return Goods Authorization Request Form Template
Streamline Your Merchandise Returns with This Simple Template
Struggling with the hassle of processing returned goods? This Return Goods Authorization Request Form template is designed for retailers and manufacturers like you, making it easier to handle returns efficiently. You'll streamline your return process, improve customer satisfaction, and ensure accurate tracking of returned items, whether it's for faulty products or incorrect orders. With its customizable fields and WCAG-aligned labels, you can adapt the template to your specific needs and maintain compliance effortlessly. Explore the live template to see how it can simplify your returns.
When to use this form
Use this form when a customer or store needs approval and an RGA number before sending items back. It helps support, warehouse, and accounting teams verify order details, confirm policy fit, and share packing and shipping instructions. Typical cases include damaged on arrival, wrong SKU, defective units under warranty, or over-shipments. In retail or ecommerce, you might pair it with a Return authorization form for pre-approval and routing. If you are returning stock to your supplier, see the Return to vendor form. When a refund will be issued as account credit, your finance team can follow up with a Credit memo request form. The result: fewer chargebacks, faster replacements, and clean inventory adjustments.
Must Ask Return Goods Authorization Request Questions
- What is the original order or invoice number?
This ties the return to a purchase, speeds lookup, and confirms the item is eligible. It reduces back-and-forth and stops invalid returns.
- Which items are you returning, including SKU, quantity, and condition?
Detailed line items help your team reserve replacements, issue labels, and plan inspection. It also prevents partial or wrong-item returns.
- Why are you returning the item(s), and can you upload photos or notes?
Clear reasons and proof (damage, defect, wrong item) support warranty decisions and root-cause analysis. Photos reduce disputes and speed approvals.
- How should we resolve this return: replacement, refund, repair, or account credit?
Stating the preferred outcome guides routing to fulfillment or accounting and sets customer expectations. If approval is not yet secured, start with a Return request form to capture intent first.
- What is the pickup or drop-off address and the onsite contact details?
Accurate location, contact name, phone, and hours let carriers deliver labels or schedule pickups without delays. It also ensures the RGA documents go to the right person.
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