RMA Request Letter Template

RMA REQUEST LETTER
(Return Merchandise Authorization)

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

[Date]

[Company Name]
[Customer Service/Returns Department]
[Address]
[City, State, ZIP Code]

Re: Return Merchandise Authorization Request
    Order Number: [ORDER NUMBER]
    Invoice Number: [INVOICE NUMBER]
    Date of Purchase: [DATE]

Dear Customer Service / Returns Department:

I am writing to request a Return Merchandise Authorization (RMA) number for the following product(s) that I need to return.

ORDER INFORMATION:

Order Number: [ORDER NUMBER]
Invoice Number: [INVOICE NUMBER]
Order Date: [DATE]
Delivery Date: [DATE]
Payment Method: [Credit Card / PayPal / Check / etc.]
Amount Paid: $[AMOUNT]

PRODUCT(S) TO BE RETURNED:

Item 1:
- Product Name: [PRODUCT NAME]
- Model/SKU: [MODEL NUMBER / SKU]
- Serial Number: [IF APPLICABLE]
- Quantity: [NUMBER]
- Unit Price: $[PRICE]
- Reason for Return: [See below]

Item 2 (if applicable):
- Product Name: [PRODUCT NAME]
- Model/SKU: [MODEL NUMBER / SKU]
- Serial Number: [IF APPLICABLE]
- Quantity: [NUMBER]
- Unit Price: $[PRICE]
- Reason for Return: [See below]

REASON FOR RETURN:

☐ Defective product - does not function properly
☐ Product arrived damaged
☐ Wrong item received
☐ Missing parts or accessories
☐ Product does not match description
☐ Changed my mind / no longer needed
☐ Better price found elsewhere
☐ Ordered wrong item/size/color
☐ Quality below expectations
☐ Other: [Explain]

DETAILED DESCRIPTION OF ISSUE:

[Provide a detailed description of the problem. For defective products, explain what is wrong and any troubleshooting steps you have tried.]

[If damaged, describe the damage and whether the shipping box was also damaged.]

PREFERRED RESOLUTION:

☐ Full refund to original payment method
☐ Exchange for replacement of same product
☐ Exchange for different product: [Specify]
☐ Store credit
☐ Repair of defective product

PRODUCT CONDITION:

☐ Product is unused and in original packaging
☐ Product has been used but is in original packaging
☐ Original packaging is not available
☐ Product includes all original accessories and documentation
☐ Product is missing: [Specify missing items]

WARRANTY INFORMATION:

☐ Product is within manufacturer warranty period
☐ Extended warranty purchased: [Policy Number]
☐ Warranty has expired
☐ N/A - not a warranty claim

DOCUMENTATION ENCLOSED:

☐ Copy of receipt/invoice
☐ Copy of packing slip
☐ Photos of product/damage
☐ Photos of packaging/shipping damage
☐ Proof of purchase
☐ Previous correspondence about this issue

CONTACT INFORMATION:

Please contact me regarding this RMA request at:
Phone: [PHONE NUMBER]
Email: [EMAIL ADDRESS]
Best time to call: [TIME]

SHIPPING PREFERENCE:

☐ Please provide a prepaid return shipping label
☐ I will ship at my own expense (please provide return address)
☐ I prefer [carrier name] for return shipping

RETURN SHIPPING ADDRESS (for RMA label):

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Phone Number]

REQUEST:

Please provide an RMA number and return instructions at your earliest convenience. I understand that returns must be authorized before shipping and that the RMA number must be clearly marked on the package.

Thank you for your assistance with this matter. I look forward to a prompt resolution.

Sincerely,

[Your Signature]
[Your Name]
[Date]

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FOR COMPANY USE:
RMA Number Issued: ________________
Date Issued: ________________
Authorized By: ________________
Return Shipping Label: ☐ Sent ☐ Not Required
Expected Refund/Exchange: ________________

---

YOUR RECORD:
RMA Request Sent: ________________
RMA Number Received: ________________
Date Product Shipped Back: ________________
Tracking Number: ________________
Refund/Exchange Received: ________________

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TIPS FOR SUCCESSFUL RETURNS:

• Request RMA before shipping (most companies require this)
• Keep all original packaging if possible
• Include a copy of your receipt inside the package
• Write the RMA number clearly on the outside of the box
• Use a trackable shipping method
• Keep the shipping receipt and tracking number
• Take photos before shipping for your records