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Return Request Form Template

Streamline Your Return Process with This Essential Template

Handling return requests can be a hassle for both you and your customers, often leading to frustration and confusion. This Return Request Form Template helps businesses efficiently manage return, replacement, or refund requests, creating a hassle-free experience for all involved. By using this template, you ensure quick processing of customer returns, maintain accurate records, and improve communication with customers, all while adhering to compliance standards with user-friendly design. Check out the live template to experience these benefits yourself.

Use this Template (FREE) Live Preview
Full name
Email address
Phone number
Order number
Order date
Store location (if purchased in store)
Where did you purchase the item?
Company website
Mobile app
Marketplace (e.g., Amazon, eBay)
Retail store
Social media shop
Prefer not to say
Other
Please Specify:
Item name/SKU(s) and quantities
Item condition
New/unopened
Opened, unused
Used - like new
Used - good
Used - fair
Damaged or defective
Is the item within the return window based on our policy?
Yes
No
Reason for return
Please Specify:
If requesting an exchange, specify desired size, color, or variant
Preferred resolution
Refund to original payment method
Exchange for same item
Exchange for different item
Store credit
Repair
Replacement parts
Other
Please Specify:
Would you like a prepaid return label (if eligible)?
Yes
No
Preferred drop-off or carrier
UPS
FedEx
USPS
DHL
Local courier
No preference
Not applicable
Return address (if requesting pickup or when required for label creation)
Links to photos or videos showing the item/issue (optional)
All original packaging and accessories are included
Yes
No
I understand refunds are issued to the original payment method unless otherwise stated
Yes
No
Signature
Date
Additional comments (optional)
I have read and agree to the return policy
Yes
No
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When to use this form

Use this template when you sell physical goods and need a clean way to accept returns without back-and-forth emails. It fits ecommerce stores, subscriptions that ship items, and retail teams handling online orders. Customers can submit the order number, items, reason, and photos, so support and warehouse staff can approve faster and route packages correctly. If your policy requires approval before a package comes back, pair it with a Return authorization form. If you issue refunds, you can hand off approved cases to the Refund request form; if you offer store credit, route them to the Credit memo request form. The result: fewer mistakes, faster turnarounds, and clear records for finance and inventory.

Must Ask Return Request Questions

  1. What is your order number?

    Your team uses it to find the purchase, confirm eligibility, and match the return to the right customer account. It also prevents delays caused by missing or incorrect identifiers.

  2. Which item(s) and quantity are you returning?

    This ensures you reserve the right inventory and issue accurate labels or instructions. If you process parts or equipment, consider the Material return form for more detailed part data.

  3. Why are you returning the item?

    The reason code drives policy decisions, such as who pays shipping, whether restocking applies, or if an exchange is allowed. Clear choices also help you spot product issues and reduce future returns.

  4. What is the condition of the item, and can you upload photos?

    Condition and images help your team approve or deny quickly, assess damage, and prevent disputes. They also guide whether you can resell, refurbish, or recycle the item.

  5. How would you like us to resolve this: exchange, refund, or store credit?

    Capturing the preferred outcome sets clear expectations and routes the case to the right team. Your policy can then issue the refund, apply store credit, or suggest a replacement that ships immediately.

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