Description
Create a traceable return intake note
Apply the impression to the return slip or another suitable paper record, then enter the reference used by your business. Link the item and quantity to the actual goods received rather than relying only on the sender's description. If a parcel contains several products, use an itemised sheet and write its reference in the stamp. Keep packaging and supporting documents according to your normal handling procedure. This record helps staff locate the return but does not decide what outcome the customer should receive.
Distinguish reason from observed condition
A customer's stated reason and a staff member's observation can be different pieces of information. If both are needed, replace the combined label with separate lines or refer to a longer inspection note. Use factual wording and avoid preprinting a result that has not been checked. The supplied layout intentionally does not say approved, rejected or refunded. Those decisions may happen later through your established process, after the relevant person has reviewed the goods and the associated transaction record.
Keep receipt separate from resolution
Receiving a return does not by itself complete a refund, create a credit note or confirm that the item is ready to sell again. Record any later action separately and cross-reference it to the intake reference. A Credit Note Record stamp may suit the accounts paperwork after a credit document exists; a stock record may be needed after an actual inventory movement. The physical impression cannot change an order, issue money or instruct a warehouse system to restock an item.
Adapt the fields to your receiving desk
Some teams need an original order number more than a condition line. Others use a return authorisation reference issued earlier by their own system. All labels can be edited, but a blank reference space does not grant authorisation on its own. Retain enough handwriting room for the identifiers used at your desk, and use a separate attachment for detailed reasons or photographs. The product is a paper-record template, not a statement of return rights or a replacement for your customer-facing returns policy.
Questions about this layout
Does this approve a return?
No. The sample records intake details only. Any authorisation or outcome must be handled by your normal returns process.
Can I add an order number?
Yes. Replace a field or adjust the wording in the editor, making sure the complete reference remains readable in the proof.
Does it create a refund or credit?
No. Those are separate actions in your accounts or order system; the stamp only marks paper.
Size, ink and approval
The impression is 70 mm wide by 40 mm high. Edit the wording and choose Black, Blue or Red in the live editor. Review the fit warning and approve the specific final artwork before production; the checkout acknowledgement is not final proof approval. See the matching custom stamp size and proof process.
