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] --- 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: ________________ --- 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