Form library · Facilities and maintenance
RMA form template
Record equipment return authorisation, reported faults, arrival condition and the proposed resolution in one traceable record. View the questions, try the live form or download a blank PDF or Word copy.
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What does this template record?
Record equipment return authorisation, reported faults, arrival condition and the proposed resolution in one traceable record.
Last updated . Facts checked by the SiteSurvey team on 9 October 2026 against Jotform RMA form and TechniQuip return authorisation form.
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This is the real form as your team would use it: questions appear as you answer, scores work themselves out and you can add photos and signatures. No sign-up needed.
Want to see one filled in? See a completed RMA form report (PDF), made by SiteSurvey from a fictional site visit.
Every question in the RMA form template
Record equipment return authorisation, reported faults, arrival condition and the proposed resolution in one traceable record. 4 sections and 31 questions. Follow-up questions and guidance appear only when an answer calls for them, so the person on site never sees the ones that do not apply.
Make it your own: every question is editable
This is a starting point, not a fixed form. Once it is in your SiteSurvey account you can reword any question, add or remove questions, sections and answer options, and add your own logo, so it fits the way your team works and the jobs you do.
Details you only enter once
Add this form to a project in SiteSurvey and it fills in what the project already knows, so nobody on site retypes it and every form on the job uses the same names. Anything filled in can still be changed.
- Project or site: the project name
- Customer or organisation: the project's customer
Return request
- Project or site*Short answerFills in from the project name
- Record reference*Short answer
- Record date*Date
- Prepared by*Short answer
- Customer or organisation*Short answerFills in from the project's customer
- Order or invoice reference*Short answer
- RMA numberShort answer
- Return authorisation status*Choose one
- Requested
- Authorised
- Declined
- Authorisation recorded from*Short answerShown only when the answers above make it relevant
- Return instructions or reason declined*NotesShown only when the answers above make it relevant
Equipment and reported fault
- Returned item entriesRepeat for each entry. Each one asks:
- Product and model*Short answer
- Serial number or asset reference*Short answer
- Quantity*Number
- Reported fault or reason for return*Notes
- Accessories included or none*Short answer
- Warranty or purchase evidence referenceShort answer
- Item and packaging photosPhotos
- GuidanceDo not record passwords or copy personal files into this form. Follow the agreed procedure for equipment containing customer data.
Receipt and assessment
- Have the items arrived?*Choose one
- Yes
- Not yet
- Date received*DateShown when “Have the items arrived?” is “Yes”
- Received by*Short answerShown when “Have the items arrived?” is “Yes”
- Packaging, arrival condition and missing items*NotesShown when “Have the items arrived?” is “Yes”
- Assessment status*Choose one
- Not assessed
- Assessment complete
- Assessment findings and evidence reference*NotesShown when “Assessment status” is “Assessment complete”
- Assessed by*Short answerShown when “Assessment status” is “Assessment complete”
Outcome and next action
- Recorded outcome*Choose one
- Pending decision
- Repair proposed
- Replacement proposed
- Credit proposed
- Return without repair
- Decision reference and any customer agreement*NotesShown only when the answers above make it relevant
- Linked repair work orderShort answer
- Next action*Notes
- Action owner*Short answer
- GuidanceProposed outcomes do not issue refunds, approve warranty cover or authorise repairs. Record the separate decision and agreement.
- Reviewed byShort answer
- Reviewer acknowledgementSignature
See it filled in
A completed RMA form report, made by SiteSurvey from a fictional site visit: every answer, the photos, the guidance that applied and the sign-off, ready to send as a PDF.
RMA form FAQs
What does RMA mean?
RMA commonly means return merchandise authorisation or return material authorisation. The reference connects a return request to the items and its recorded outcome.
What belongs on an RMA form?
Record the customer, order reference, product, serial number, quantity, fault, accessories, authorisation status and receipt condition. Add the assessment and next action when available.
How is this different from an equipment handover?
A handover records custody. This RMA form records a commercial return, the reported fault, intake assessment and proposed resolution.
Does the form approve a refund or warranty claim?
No. It records status and supporting references. The supplier or authorised person must make the separate warranty, repair or refund decision.
Related
Related templates
Templates that go with the RMA form form
Job sheet for a reactive or planned job: safety before starting, work done, parts used, tests, outcome and customer sign-off.
Signed record of IT equipment issued to or returned by a member of staff: each item, serial number, condition, setup or leaver checks and both signatures.
Approve or re-evaluate a supplier or subcontractor: insurance, certificates and competence checks, scored performance, audit findings and a decision with conditions.
Delivery record signed on the device: items with quantities and condition, where they were left, photos, exceptions and the name and signature of who received them.
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