Retail Damaged Goods RTV Audit

Inspection template for auditing damaged retail goods, RTV tagging, photo documentation, vendor return processing, and credit tracking.

Damaged Goods Identification

• Damaged items are segregated from saleable inventory
  Confirm damaged merchandise is physically separated from sellable stock and not available for customer purchase.
• Item count matches damaged goods log
  Count sampled damaged items and verify the quantity matches the damaged goods log or exception report.
• Damage reason is recorded using approved reason codes
  Verify each sampled item has a documented damage reason such as transit damage, handling damage, packaging failure, or expired/obsolete where applicable.
• Damaged item condition is clearly described
  Verify the condition notes describe visible damage, missing parts, leakage, breakage, or contamination in observable terms.
• Hazardous or sharp damaged goods are handled safely
  Check whether broken glass, leaking chemicals, or sharp edges are contained and handled with appropriate PPE and safe storage controls.

RTV Tagging and Label Accuracy

• RTV tag is attached to each eligible damaged item
  Verify each item designated for vendor return has a physical RTV tag or equivalent label attached.
• RTV tag includes vendor name and item identifier
  Confirm the tag includes the vendor name, SKU/UPC or item number, and a unique return reference if required by the SOP.
• RTV tag includes date identified and preparer initials
  Verify the tag or associated record shows the date the item was identified and the associate or manager initials.
• RTV tag is legible and securely affixed
  Check that the label can be read without ambiguity and will remain attached through transfer and pickup.
• Vendor-specific RTV instructions are followed
  Confirm any vendor-specific packaging, labeling, or authorization requirements are documented and followed.

Photo Documentation and Evidence

• Photo shows full item and damage detail
  Verify at least one photo captures the entire item and a close-up of the damaged area.
• Photo includes RTV tag or reference label
  Confirm the photo clearly shows the RTV tag, barcode, or return reference associated with the item.
• Photo is time-stamped or linked to inspection record
  Verify the image is time-stamped or otherwise traceable to the inspection record and item identifier.
• Photo quality is sufficient for vendor review
  Check that lighting, focus, and framing are adequate for vendor claim review or internal audit.

Vendor Return Processing

• RTV items are routed to the correct vendor or return queue
  Verify items are assigned to the correct vendor, return queue, or disposition path.
• Return authorization or approval is documented
  Confirm the RTV has required authorization, approval number, or exception approval before shipment.
• Items are packaged to prevent further damage in transit
  Check that items are boxed, wrapped, or palletized to prevent leakage, breakage, or loss during transfer.
• Pickup or shipment date is recorded
  Verify the scheduled or actual pickup/shipment date is entered in the RTV record.
• Chain-of-custody handoff is documented
  Confirm the transfer from store to carrier, warehouse, or vendor is documented with names, dates, and reference numbers.

Credit Tracking and Reconciliation

• Credit request is entered for each eligible RTV item
  Confirm a credit request or claim has been created for each item expected to generate vendor credit.
• Expected credit amount is recorded
  Verify the expected credit value is documented and tied to the correct SKU, quantity, and vendor claim.
• Credit status is current and traceable
  Check whether the claim status is open, submitted, approved, partially credited, credited, or denied and that the status is current.
• Credit received matches RTV record
  Verify the credited amount, quantity, and vendor reference match the RTV documentation and any approved deductions.

Records, Compliance, and Follow-Up

• Inspection record includes required supporting documents
  Verify the file contains the damaged goods log, photos, RTV tag references, and credit documentation as required by SOP.
• Exceptions or missing credits are escalated
  Confirm unresolved RTVs, missing credits, or documentation gaps are assigned to an owner with a due date.
• Damaged goods storage area remains clear of egress obstructions
  Check that damaged goods staging does not block exits, aisles, fire equipment, or emergency access routes.
• Inspector signature recorded
  Capture the inspector's signature to confirm completion and accountability.