Return Authorization Letter


When an individual or a company finds out that the order or goods that they received aren’t what they were supposed to.  Or if there are broken goods, the buyer of the goods has the right to contact the supplier or vendor and ask him to provide an authorization to return the goods for warranty claim, refund, replacement or repair. The return authorization letter is written by the company to the customer in response to the letter where the vendor or supplier is asked to take the goods back and either refund the money or replace the goods. In this letter, the company accepts the mistake and is ready to make a replacement or refund.

Once the supplier agrees to it, he provides an RMA number to the buyer, and this number is then used for writing the letter to return the goods. The buyer can either mention the RMA number in the content of the letter, or he can attach the slip that contains the RMA number with the letter. Without the authorization, the buyer can’t return the goods and so it is important for the company to write them a return authorization letter. Below mentioned is the sample letter that will help you write one.

Sample Letter


Tony Marlin
14 Edith Street,
Hackney West.



Peter Sen

A- 345 Ocean Breeze Towers

Hackney West

Dear Peter Sen,

Your letter of DD/MM/YYYY in which you stated the toaster to be damaged. We would like to tell you that the toaster had been damaged in transit. Thank you for bringing the issue to our notice.

I request you to kindly deliver the damaged item to us. Please keep the original bill inside the box and pack it with the duplicate bill on the outside. The courier person will come and collect the parcel. Once we receive the package, we will dispatch the brand new toaster to you and shall reach you within five working days after sending it out. After the product is shipped, you will receive an email with the tracking details.

I am sorry for the inconvenience caused to you. We will intimate you once the new product has been shipped.

Thank you for your understanding and patience.

Very truly yours,

Tony Marlin

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