Refund workflow for seasonal sellers: Clear payment steps

Define accepted proofs: You decide in advance which proofs trigger a refund. Specify whether you need photos, serial numbers or the purchase receipt. You publish this list clearly in your sales terms and communications. Clear rules prevent repeated requests and confusion.

• Photo showing the defect
• Copy of receipt or order confirmation
• Serial number or item code if available

Set timeframes for claims: You set firm deadlines for claims and for your reviews. State the reporting window and a maximum review time in days. You build buffers for peak season. Tell buyers a realistic response time and keep that promise.

• Claim within 14 days of receipt
• Review within 7 business days after claim
• Decision communicated within the stated timeframe

Organise on‑site inspections: You decide whether to inspect locally or centrally. Local inspections cut return transport time and cost. You standardise the inspection steps. Record defects, take photos and confirm findings in writing.

• Inspect locally if feasible
• Use a standard condition form
• Include three photos from different angles

Repayment methods and timing: You define how refunds are paid. State bank transfers, card refunds or store credit as options. You give clear payout timeframes. Explain any deductions, such as handling fees or returned shipping costs.

• Bank transfer: within 7 business days
• Card refund: timing depends on the card issuer
• Store credit: immediate availability for new purchase