A clean apparel returns process turns losses into recoveries. Grade fast, refurb what you can, and restock quickly. Track data so causes drop over time.

Why apparel returns spike

Sizes fit differently across brands. Colors look off in photos. Packaging fails in transit. Missing barcodes slow intake. Each issue adds cost.

The apparel returns process that works

Receive and verify the order. Check reason and condition. Grade. Refurb if possible. Restock or dispose. Close the loop in your system the same day.

Clear grading rules

• Grade A: new condition and sellable now.
• Grade B: minor rework needed and sellable after refurb.
• Grade C: damaged or incomplete and not sellable.
• Scrap: unsafe or unsanitary and must be destroyed.

Fast refurb and restock

Refold and rebag immediately. Replace missing tags or polybags. Steam light wrinkles if needed. Return to pickable stock the same shift. Record who did the work.

Packaging choices that cut repeats

Use mailers sized to the garment. Add carton corner guards for boxed sets. Seal cleanly so bags do not burst. Include a simple fit guide in the parcel.

Data you must capture

• Return reason code.
• SKU, size, and color.
• Supplier lot if known.
• Grade and refurb time.
• Photos for Grade C and scrap.
• Refund amount and date.

KPIs to watch daily

• Return rate by style.
• Cost per processed return.
• Time from receipt to restock.
• Percent graded A or B.
• Repeat returners by SKU and size.

Common fixes that lower returns

• Tighten size charts on product pages.
• Swap photos that mislead on color or drape.
• Add better fold and pack steps at outbound.
• Flag suppliers with frequent quality issues.
• Retire styles that create repeat returns.

Tools that make intake faster

• Scan on every step.
• Pre-set reason codes in the system.
• Photo capture inside the RMA screen.
• Simple work instructions at each station.
• One cart per order to avoid mix ups.

Staffing the desk

• Cross train a small team.
• Set a target for same day closure.
• Move peak volume to longer shifts.
• Add a floater to clear backlogs.

When to bring in a 3PL

• Volume outgrows your space.
• You need two or three nodes for speed.
• Handle carrier claims and your label platform tasks daily.
• You want photos, grades, and refunds synced without delays.

Simple SOP you can copy

• Receive and scan.
• Confirm order and reason.
• Inspect and grade A, B, C, or scrap.
• Refurb A and B.
• Restock A same day and B within 24 hours.
• Photograph C and scrap.
• Post refund and close the RMA.

Clear next step

Talk to ShipSage about your apparel returns process. Send five SKUs and ship zones. We’ll map causes, costs, and quick wins. You’ll get a go or no-go and a rollout path.

FAQs

What is an apparel returns process in simple terms

A repeatable flow to receive, grade, refurb, restock, and refund apparel with minimal loss.

How fast should we restock

Same day for Grade A. Within 24 hours for Grade B.

Which photos do we keep

Only for Grade C and scrap. Capture defects and labels for audit.

How do we cut returns next month

Use your data. Fix size charts, photos, packaging, and suppliers with high return rates.

Do we need special tools

A WMS with scans, reason codes, and photo capture saves time and errors.