Required Documents for Amazon Reimbursements: A Complete Guide
Keren Dinkin, Copywriter
5 min read -
Updated:Whether dealing with lost inventory, damaged goods, or unexpected FBA fees, submitting accurate documentation can spell the difference between success and rejection. Preparing the correct documents for Amazon reimbursements also significantly streamlines the process.
We’ve curated the different types of Amazon reimbursement claims and their corresponding requirements to ensure you’re well-equipped when the need arises.
If you’re an Amazon FBA seller, this guide will be valuable. Make sure to bookmark it!
Types of Amazon Reimbursement Claims
Here is a quick overview of the remunerations you’re entitled to:
- Lost Inventory. Claims for items lost during shipment to Amazon’s warehouses or while in their facilities.
- Damaged Inventory. Indemnities for goods damaged in transit to or within Amazon facilities.
- Returned Items Not Refunded. Instances where customers have returned products but their refunds have not been processed.
- FBA Fees Overcharge. When sellers are billed more than the expected FBA fees.
- Customer Service Issues. Financial compensation for problems arising from interactions with Amazon’s customer support representatives.
Understanding these categories can help you gather the appropriate documents and navigate the reimbursement process more effectively. We discuss each one in detail in the following sections.
Lost Inventory Claims
Starting November 1, 2024, Amazon implemented proactive compensation to sellers whose items are lost or damaged in their logistics centers. However, the automated refund doesn’t cover all cases and you’d still have to perform a manual reimbursement request sometimes.
In such scenarios, you’ll need to submit the following:
- Inventory Adjustments Report. You can download this from your Seller Central account. Highlight the missing product(s), which are those marked with “M” (for Missing).
- Shipment Records. Ensure that each one reflects tracking numbers and shipment dates clearly.
- Proof of Inventory Ownership. Examples are invoices and purchase receipts made out to your business name, which will verify that the missing items belong to you.
- Detailed Communication Logs with Amazon Support. These should show your correspondence with Amazon regarding the lost inventory.
- Manufacturing Cost Breakdown. Effective March 31, 2025, reimbursements for lost inventory will be calculated based on the expenses incurred for sourcing or producing the product (it used to be the sales price). This excludes shipping and handling fees.
Amazon requires all of the above when you lodge a Lost Inventory claim so consider them crucial in building a strong case.
Damaged Inventory Claims
For this, thorough visual and written documentation are requisite:
- FNSKU CSV File. In the Inventory Adjustments Report, damaged FBA inventory is classified as sellable and unsellable. Download the file, keep the items that don’t match, delete the rest, and save as CSV.
- High-Quality Images. Photos that clearly show the damage to the item, in various angles if necessary. This visual proof is critical in demonstrating the extent of the damage. If you’re claiming for multiple items, take their pictures separately.
- Third-Party Inspection Reports. These documents should detail the condition of the items upon arrival and provide an unbiased account of the damage. You can quickly find providers online.
- Supplier Invoices. Not only do these confirm the value and purchase details of the damaged goods but they also serve as proof of ownership as well as the financial impact of the damage. Similar to the Lost Inventory Claim, invoices must bear your business name.
- Manufacturing Cost Breakdown. The new reimbursement policy for lost inventory (see previous section) also applies to damaged inventory.
By compiling these key FBA reimbursement documents, you’ll be well-prepared to substantiate your Damaged Inventory Claim.
Returned Items Not Refunded
When addressing this issue, you must have comprehensive documentation, such as:
- Return Tracking Information. This provides evidence of the item’s journey from the customer back to the warehouse.
- Customer Return Confirmation. Gather emails or messages from the customer that confirm the return of the product. These communications serve as direct proof that the customer initiated the return.
- Refund Status Report. Compile records that clearly show the absence of a processed refund for the returned item.
Collectively, these documents for Amazon reimbursements support your claim by illustrating the return process and highlighting the oversight in refund processing.
FBA Fees Overcharge Claims
For this claim, precise financial documentation is essential, as follows:
- Fee Invoices. Ensure that these outline the fees Amazon charged you as a clear record of the amounts billed.
- Comparison of Expected Versus Charged Fees. Compile these to highlight discrepancies and illustrate any differences between what you anticipated paying and the actual charges you incurred.
- Previous Fee Assessments. Gather past invoices showing standard charges for your account. These documents will serve as a reference point to help demonstrate any anomalies in the current billing.
Submitting these key pieces of evidence will provide a solid support for your dispute on any overcharges.
Customer Service Issue Claims
When dealing with claims arising from customer service issues, remember that it’s akin to lodging a complaint against one of Amazon’s customer support representatives. Be as objective and unemotional as possible.
Here’s the list of the documentation you should attach to your ticket:
- Communication Transcripts. You can find and download these in your Amazon Chat widget. They record every interaction of sellers with Amazon’s customer service reps and can demonstrate any miscommunications or errors that may have occurred.
- Customer Feedback. This will directly support your claim and could include emails, chat messages, or feedback forms where customers have noted specific problems related to the service issue. It provides an external perspective and adds weight to your claim.
- Detailed Records of Resolution Attempts. Emails, phone logs, and messages showing the steps you’ve taken to resolve the issue before filing the claim will demonstrate that you’ve made a genuine effort to fix the problem through the usual channels.
In the process of creating your case, be thorough and meticulous in documenting each step to ensure you have a comprehensive record to back up your claim.
Tips for Ensuring a Successful Claim
To enhance the likelihood of your claim being approved, consider these strategies:
Organize Documents Efficiently
Systematically arrange and clearly label all your documents to make the review process smoother for Amazon. This approach also helps you to quickly find specific information if and when needed.
Adhere to Submission Guidelines
Each type of claim requires a unique set of documents, so be sure to understand and comply with the guidelines of the specific claim you’re creating. Following Amazon’s procedures will avoid unnecessary delays or rejections.
Monitor Claim Progress
Regularly check the status of your case. Being proactive will help you catch any issues early and provide additional information if required. Persistence and timely follow-ups can also make a significant difference.
Provide Detailed Evidence
When reaching out to Amazon for reimbursement, back your request with solid evidence. For instance, include screenshots from the FBA Calculator or other relevant tools to illustrate your point clearly and convincingly, and offer solid backing for your request.
Final Thoughts on Documents for Amazon Reimbursements
Claiming reimbursements from Amazon is by no means easy, simple, or quick. On the contrary, preparing FBA reimbursement documents is tedious and time-consuming. Also, the deadlines for submission of FBA inventory reimbursement requests are now shorter. Thus, we urge you to consider automating the process with a specialized tool that will help you recover lost revenue from damaged, lost, or stolen inventory.
Follow the strategies in this guide and you’ll be better equipped to handle the reimbursement process efficiently. Above all, be patient. Remember, the money you’re going after rightfully belongs to you and not getting it back could hurt your bottom line.
