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Return to Vendor Form Template

Streamline Your Product Returns with This Practical Template

Returning goods to a vendor can be a frustrating process, especially when you need to provide clear reasons and details. This Return to Vendor Form Template helps you efficiently collect essential information from customers, ensuring smooth communication between your business and suppliers. Use it to track product issues, document return reasons, and simplify the return process altogether, saving you time and minimizing headaches. Plus, with user-friendly, WCAG-aligned labels, you can ensure compliance and accessibility. Try the live template to simplify your return workflow.

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Full name
Work email
Phone number
Company or organization
Department or cost center
Vendor name
Vendor contact email
Vendor contact phone
Vendor RMA or authorization number (if issued)
Vendor return address (if provided)
Purchase order or invoice number
Order date
Delivery date
Item details (list SKU, description, and quantity)
Serial or lot numbers (if applicable)
Are the items unopened?
Yes
No
Are all original accessories and packaging included?
Yes
No
Item condition at return
Unopened - new
Opened - unused
Opened - used
Defective - damaged on arrival
Defective - malfunction after use
Wrong item received
Other
Please Specify:
Primary reason for return
Ordered wrong item
Received wrong item
Item not as described
Damaged on arrival
Defective/does not work
Quality issues
Overstock/excess inventory
Warranty return
Other
Please Specify:
Additional details about the reason (if helpful)
Preferred resolution
Refund to original payment
Replacement with same item
Repair under warranty
Store credit
Exchange for different item
No credit or replacement required
Is the return within the vendor's return window?
Yes
No
Item attributes that may affect shipping
Hazardous materials
Lithium batteries
Perishable
Oversized or overweight
None of the above
Items are packed and ready to ship
Yes
No
Pickup location or ship-from address
Preferred pickup date
Special handling notes
Desired return shipping method
Request prepaid return label from vendor
Use our carrier account
Vendor pickup requested
Drop-off at vendor location
To be determined
I acknowledge the vendor's return policy and that restocking fees may apply
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Authorized signature
Authorization date
I confirm the information provided is accurate
True
False
{"name":"Full name", "url":"https://www.quiz-maker.com/QPREVIEW","txt":"Full name, Work email, Phone number","img":"https://www.quiz-maker.com/3012/images/ogquiz.png"}
paper art illustration depicting a return to vendor form template for FormCreatorAI article

When to use this form

Use this template when you need to send items back to a supplier, such as defective parts that failed incoming inspection, wrong SKUs received, or over-shipments approved for return. It helps buyers, warehouse leads, and support teams capture the reason, item details, photos, and the supplier's authorization so nothing gets lost. If the vendor requires an RMA first, start with a Return goods authorization request form and reference that number here. Finance can match the outcome by creating a Credit memo request form once the supplier issues credit. If you plan to reimburse a customer instead of requesting vendor credit, route their claim through a Refund request form.

Must Ask Return to Vendor Questions

  1. What is the vendor name, account ID, and RMA or authorization number?

    These identifiers tie the return to the supplier's system and your purchasing record. They prevent delays and rejected shipments.

  2. Which items are you returning (SKU, description, lot or serial, quantity, and unit price)?

    Precise item data lets receiving and AP reconcile quantities and value. It also helps the supplier restock or scrap correctly.

  3. Why are you returning the items, and what evidence can you provide?

    A clear reason code with photos, test results, or notes supports warranty claims and avoids debates. It also drives root-cause analysis with the vendor.

  4. What is the product condition and original packaging status?

    Condition (unopened, opened, damaged, used) affects eligibility, restocking fees, and carrier claims. Packaging details guide how to prepare the shipment and reduce transit damage.

  5. What outcome do you want, and who covers freight and any restocking fees?

    Stating replacement, repair, or credit sets the supplier's next step and internal expectations. Cost responsibility upfront avoids surprise charges and helps AP process any credit or invoice.

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