Reverse logistics control
Goods marked return to vendor can sit in a warehouse, lose lot identity or travel without an agreed destination. A return authorization should connect the original transaction, exact units, reason, custody, transport instruction and expected financial resolution before anything leaves.
Direct answer
Quarantine the goods and preserve their original item, lot, carton and receipt identity. Open a uniquely numbered return request that references the PO, shipment, invoice, receiving discrepancy, inspection or claim. Record SKU, variant, serial or lot where relevant, quantity, condition, package state, reason code and evidence. Ask the supplier to approve or reject return and instruct whether goods should be returned, repaired, replaced, reworked, destroyed or otherwise disposed of. Do not ship on a verbal promise. Confirm return location, contact, authorization number, deadline, transport method, dangerous-goods or customs review, packaging, labels, insurance and who bears each cost. Pick and pack from quarantine with an independent count, custody log and shipment references. The supplier should acknowledge receipt and disposition by line. Link credit, replacement, refund, repair or rejection to the same authorization and reconcile inventory and accounts. Close only after physical and financial states agree and retained evidence supports the outcome.
Use this before requesting a quotation
Place units in a controlled hold location and record SKU, model, variant, serial or lot, quantity, condition, package and receiving identity. Photograph labels and relevant defects. Prevent sale, repair, parts removal or consolidation until disposition is authorized. Do not cover original marks when adding a warehouse return label.
Assign request number, date, requester and supplier. Link PO, acknowledgment, despatch, receipt, invoice, inspection, discrepancy and prior correspondence. Use a specific reason such as wrong item, damage, nonconformity, excess, repair or obsolete stock. Separate different reasons and commercial terms rather than averaging them in one line.
Request line-level acceptance and instructions: return, repair, replacement, rework, destruction, disposal or no return. Record authorization number, approved quantity, destination, contact, deadline and required documents. If refused, retain the reason and alternative instruction. Return authorization does not itself prove supplier liability or guarantee credit.
Confirm pickup or shipper, mode, route, freight payer, insurance, package specification and tracking. Qualified parties should review batteries, dangerous goods, customs value, export or re-import documents and destination rules where relevant. Do not describe a normal return as temporary export or repair without factual and regulatory basis.
Count authorized units independently against the return list. Record carton IDs, contents, weights and marks, preserve evidence and prevent mixing with another case. Capture handoff date, carrier, tracking, seal where used and signer. Ship only the approved configuration; additions can invalidate transport documents and supplier receiving plans.
Ask the supplier to report received quantity, condition and discrepancies by authorization and line. Link repair output, replacement shipment, credit note, refund or rejection. Investigate differences between shipped and received return quantities with custody evidence rather than writing off the loss at one side.
Post inventory removal or revised status, accounts payable credit, replacement receipt and claim outcome through authorized owners. Record residual goods, partial credits and open actions. Close when warehouse, purchasing, quality, logistics, finance and supplier records agree; retain the authorization, shipment and settlement packet.
Reusable buyer brief
Return request, supplier, requester and date: PO, shipment, receipt, invoice and claim references: SKU, variant, serial/lot, quantity and package identity: Condition, reason code, photos and inspection evidence: Quarantine location and custody owner: Supplier authorization, decision and approved quantity: Return/repair/replacement/disposal instruction: Destination, contact, deadline and required documents: Transport, packaging, tracking, insurance and cost owner: Picked, packed, shipped and received quantities: Credit, refund, replacement, repair or refusal reference: Inventory/finance reconciliation, residual and close date:
Fill only the details relevant to your request
Before you send the request
It is a referenced supplier decision and instruction covering identified goods proposed for return, their approved quantity, disposition, destination, timing and expected commercial treatment.
Preserve and quarantine them first. Obtain written supplier instructions and review transport, customs, packaging, cost and evidence requirements before movement.
No. Record the expected credit, replacement or repair, then reconcile it with supplier receipt and the actual financial or replacement document.
After supplier receipt and disposition, inventory posting, credit or replacement, claims and any residual quantity are reconciled to the same authorization.
Keep the request specific
Ownership, freight cost, risk of loss, credit, repair, disposal and cross-border treatment depend on the agreement and law. Batteries, fragrances and other regulated goods may need specialist transport review. Do not ship, destroy or alter disputed goods without authority.
Send this checklist on WhatsAppEditorial method
MINJI follows the UNECE return-announcement sequence from identified reason to recipient instruction and settlement, with GS1 logistics context. The checklist does not assign liability or prescribe cross-border treatment.
Ready with the key details
Send the product reference, estimated quantity and destination so the conversation starts with useful context.
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