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Return Goods Authorization Form

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Here is a Free Return Goods Authorization Form in PDF Format to help you prepare your own Return Goods Authorization quickly.

A Return Goods Authorization (RMA) letter, also known as a return merchandise authorization letter, is a formal application sent to a vendor or supplier to request the return of goods. This letter typically asks for a refund, replacement, or repair of the goods within the warranty period. The process is initiated by obtaining an RMA number from the supplier, which is then used to write the letter.

Importance of the Return Goods Authorization Letter

The RMA letter is crucial for several reasons:

  1. Right to Return:
    When goods received are incorrect, damaged, or defective, the buyer has the right to contact the supplier for authorization to return the goods for a warranty claim, refund, replacement, or repair.
  2. RMA Number:
    The supplier provides an RMA number to the buyer, which is included in the letter or attached to it. This number is essential for tracking and processing the return.
  3. Legal Value:
    The RMA letter serves as a formal record and can be used in legal proceedings if there is a dispute between the buyer and supplier.

Free Return Goods Authorization Form {PDF Form}

Here is a preview of a free fillable PDF form of the Return Goods Authorization Form Template,

Authorization Letter Return Goods

Here is the download link for this Fillable PDF,

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Useful Tips for Writing a Return Goods Authorization Letter

  1. Addressing the Right Person:
    Ensure the letter is addressed to the person in charge of returns. Contact the supplier to find out the correct person to address.
  2. Clear Identification of Goods:
    List the goods and their details in bullet points for clarity.
  3. Use Company Letterhead:
    Write the letter on official company letterhead to make it formal and official.
  4. Include Important Dates:
    Mention the date the letter was written and sent to ensure it is within the warranty period.
  5. Mention the RMA Number:
    Include the RMA number provided by the supplier in the letter.
  6. State the Desired Action:
    Clearly state whether you want a refund, replacement, or repair of the goods.
  7. Validation Period:
    If applicable, mention a validation period for processing the return, such as 24 hours to one month.

Sample Return Goods Authorization Letter

Here’s a sample template to help you draft an RMA letter:


[Your Company Letterhead]

[Your Name]
[Your Position]
[Your Company Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Recipient’s Name]
[Recipient’s Position]
[Supplier’s Company Name]
[Supplier’s Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: Return Goods Authorization Request for Order [Order Number]

I hope this letter finds you well. I am writing to request authorization to return the following goods from our recent order [Order Number], dated [Order Date]. We have encountered issues with the received goods, which are detailed below:

Items to be Returned:

  • Item 1: [Description, Quantity, Issue (e.g., Defective, Damaged)]
  • Item 2: [Description, Quantity, Issue (e.g., Incorrect, Incomplete)]
  • Item 3: [Description, Quantity, Issue (e.g., Wrong Item)]

RMA Number: [RMA Number provided by the supplier]

We request [refund/replacement/repair] for the above items as per the warranty agreement. Please process this return request at your earliest convenience. We would appreciate a response within [validation period, e.g., 1 week] to ensure timely resolution.

For reference, our contact details and the order information are as follows:

  • Order Number: [Order Number]
  • Order Date: [Order Date]
  • Contact Person: [Your Name]
  • Contact Email: [Your Email]
  • Contact Phone: [Your Phone Number]

Please confirm receipt of this request and provide instructions for returning the goods. Thank you for your prompt attention to this matter.

Sincerely,

[Your Name]
[Your Position]
[Your Signature]


By following these tips and using the sample template, you can create an effective RMA letter that clearly communicates your request and ensures a smooth return process.