Return authorization forms are documents which are used by companies, specifically vendors and merchandisers to gather the details of the client who will be returning an item along with the description and information of the item to be returned. The form is a requirement to be filed if the client would like to receive a refund or a replacement within the item’s warranty period.

Types of Return Authorization Forms

Customer Return Authorization Form – There are four sections in this type of return authorization form. The first section will have to be filled out by the vendor of the product to indicate the product’s assigned identification number. On the other hand, the second and third sections must be filled out by the customer who purchased the product to be returned. This is where the customer can disclose his general information and the details of the product including the date when it was purchased and the reason why it is returned. Lastly, the fourth section will have to be completed by the vendor to state the date when the authorization was issued, the name of the issuing personnel or staff, and the details of the action taken for the returned product.

Customer Return Authorization Form

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Size: 203 KB

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Equipment Return Authorization and Service Request Form – Aside from the product or the equipment’s descriptions and information, this type of form will also specify the service request of the purchaser or customer. All five sections of this form type will have to be filled out by the client. Basically, the first section collects the customer’s details while the second section is allotted for the details of the equipment, and the third section is for the service request information. Additionally, the last two sections of the form will be for indicating the calibration request of the customer as well as his license information.

Equipment Return Authorization and Service Request Form

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Product Warranty Return Authorization Form – As compared to the two aforementioned forms, this return authorization form contains the details of the warranty agreement of the product’s seller in its entire first page rather than the basic details of either the customer and the product. In the second page, the shipping and return packaging instructions which must be followed by the customer along with the codes to use for specifying the reason for the returned product. The last page of the form is intended for the return label which must be submitted to the shipping company upon sending the product. This page will state the address of the customer and the address of the vendor or company where the product will be shipped and returned.

Product Warranty Return Authorization Form

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Essential Data and Information to Collect in a Return Authorization Form

Every type of return authorization form may have varying layouts, formats, and contents, however, there are specific details which must always be documented in the form in order to aid the company in the process of returning and replacing the product. Below are some of the essential data and information which should be collected in any type of return authorization form:

The name and address of the customer

These pieces of information can be collected in the customer information section of the form along with other details which can be used to identify the customer.

The descriptions of the product and the customer’s concerns

The product’s make number, manufacturer information, color, and other relevant details must be included in the form. In addition, the customer’s concerns should be specific and must clearly explain why there is a need to send the product back to the company. The customer should state the incident or the event which led to him seeing the concern and issue in using the product along with dates and other observations thereafter.

The preferred outcome of the customer

With the details of the customer’s preferred outcome, the company will be able to know how they can cater to their customer’s needs properly. However, further evaluations should still be conducted by the company especially when it comes to reimbursing or repaying the customer or in sending a new item in replacement to the defective one.

Return Authorization Form Sample

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Basic Return Authorization Form

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Size: 97 KB

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Creative Return Authorization Form

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Size: 55 KB

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Return Authorization Form in XLS

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Size: 299 KB

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How to Use Our Return Authorization Form Templates

The first step to do in using our templates is simply to click on the download button located beside the chosen form type. It is also essential to note that when choosing a form, the format and its size will be included in the selection criteria to ensure that the form’s characteristics fit the standards of the company.

The file which will be downloaded will be in “.ZIP” format which then requires an extraction procedure to be conducted in order to acquire the authorization form. After the extraction, the form can be used immediately and be customized depending on the preference of the company or the vendor of the products.

Return Authorization Request Form

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Size: 102 KB

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Return Material Authorization Form

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Size: 160 KB

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Return Merchandise Authorization Form

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Size: 607 KB

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Return Authorization Form Tips

Keep the tips in mind when making and using return authorization forms:

  • Use rows and columns for collecting information: The rows and columns are useful for organizing the contents of the form as well as in aligning labels to accompanying entry fields.
  • Choose the right type of format: Different companies prefer different formats as it highly depends on how they will be using the form and will be distributing it to their customers. Three of the most common formats are the “.DOC”, “.PDF”, and “.XLS” format.
  • Collect only important details: The form should only gather and have details or information which are useful for the process of addressing the customer’s needs and concerns. And if there are specific details which may be private and confidential, then a confidentiality agreement statement must be incorporated into the form to reassure the customer that his private information will not be used beyond the intended purpose without his consent and permission.

Lastly, a completed return authorization form should be kept by the company even after the customer’s product had been replaced and after the needs of the customer were met. The documented fulfilled return authorizations can be used for determining the number of returned product the company had within a year, as well as in knowing other statistics connected to the returned products.

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