The Return Authorization Slip

The return authorization slip (also called an RMA form) is a PDF that ReturnZap generates for an approved return. It identifies the return, lists the items being sent back, and provides the customer with the applicable shipping information.

How to Change the Wording on the RMA Slip

You can replace the standard labels and instructions shown on newly generated RMA slips by creating wording overrides:

1. In ReturnZap, go to Settings > Customer-facing verbiage.
2. Select the language you want to customize.
3. Open the Category filter and select RMA form.
4. Find the text you want to change and enter your replacement in the customization field.
5. Click Save.

Important:

• Wording overrides are language-specific. Repeat these steps for every language you want to customize.
• Keep any placeholders in braces, such as {rma_number} , {order_number} , {carrier} , {page} , or {total} .
• ReturnZap replaces these placeholders with the return’s information when it generates the PDF.
• Overrides change standard wording such as headings, field labels, and packing or shipping instructions. Customer, order, item, and address details come from the return and cannot be changed from the wording screen.
• Changes apply only to RMA slips generated after you save the override. They do not update PDFs that have already been generated. Using Resend form on an existing return sends the previously generated PDF again.

What’s Included in the Form

The contents vary by return and your ReturnZap settings, but may include:

• Return details: RMA number, return date, customer name and email, order number, and order date.
• Returned items: Product, variant, SKU, quantity, return reason, selected resolution, and customer comments when available.
• Exchange or add-on items: The items the customer will receive as part of an exchange.
• Shipping information: A printable shipping label, a QR code, a return address for self-shipping, or return-to-store instructions, depending on the selected shipping method.
• Optional branding and documents: Your logo, a barcode, and an international commercial invoice when configured and applicable.

When the Form Is Generated and Sent

ReturnZap generates the PDF when a return is approved, either automatically through your workflow or manually from the ReturnZap dashboard. Returns that do not require shipping do not receive an RMA PDF.

To email the form to customers, make sure the applicable customer notification has Attach RMA form enabled. You can also open an approved return in ReturnZap to download the form or resend it to the customer.