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Run: Parts Restocking Fee and Return Authorization Form

Use this form to authorize parts returns after a total-loss call, document restocking fees, and track vendor return status in one place. It helps collision r...

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Submission Details

Request Date (required)

Date the return authorization request is being submitted.

Submitted By (required)

Name of the parts coordinator or team member submitting this request.

Repair Order / Job Number (required)

Internal repair order or job reference number.

Current Vehicle Status (required)

Select the status that triggered the return request.

Vehicle and Vendor Information

Vehicle Year / Make / Model (required)

Vehicle identification for the repair order.

VIN Last 8 Characters

Optional. Use only if needed to match the part order. Do not collect the full VIN unless required for your workflow.

Vendor Name (required)

Supplier or dealer name for the part return.

Original Purchase Order Number (required)

Purchase order or invoice reference tied to the part order.

Parts Being Returned

Parts Return Line Items (required)

Reason for Return (required)

Select the primary reason the parts are being returned.

Other Reason

Provide details only if 'Other' was selected.

Restocking Fee and Return Terms

Has the vendor approved the return? (required)

Is an RGA required? (required)

Does a restocking fee apply? (required)

Restocking Fee Amount

Enter the fee amount if known. Use numeric input, not free text.

Return Shipping Cost

Estimated or confirmed shipping cost for the return.

Vendor Return Window

Optional. Enter the number of days or the vendor deadline if it affects the return.

Authorization and Acknowledgement

Approved By

Manager, estimator, or authorized approver name.

Approval Date

Date the return authorization was approved.

Customer Notified of Return Impact (required)

Confirm whether the customer or claims contact was informed, if applicable to your workflow.

Acknowledgement (required)

I confirm the information provided is accurate to the best of my knowledge and understand the return may be subject to vendor approval, restocking fees, and audit trail review.

Yes No N/A

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