How We Handle Reimbursements Efficiently and Why You Need a Dedicated Expert

There are many types of reimbursements on Amazon. Some are occasional and issue-based, meaning you can handle them as they come up. Examples include:

• Cancelled FBA shipment fee refunds
• Overcharged fees on dimensions and weight
• Excessive customer refunds reimbursement
• Fraudulent return reimbursements
• Overcharged fees and commissions due to incorrect categorization

But then there are three key reimbursement types we recommend monitoring and requesting regularly because if you don’t, you’re essentially letting Amazon keep a significant amount of money that actually belongs to you. These are:

• Missing shipped inventory reimbursement
• Lost, damaged, or destroyed inventory reimbursement
• Non-returned refund reimbursement

To ensure we reclaim every dollar possible for our clients, we assign a specific team member who specializes in reimbursements. Their responsibilities include continuous monitoring, tracking all relevant deadlines, and filing claims promptly.

Our Specialist’s Proven Strategies

1. Schedule claims based on deadlines

Our reimbursement specialist meticulously schedules claims on a calendar to meet Amazon’s strict deadlines, and avoid losing money. 

• Shipping discrepancies: Audited and claimed weekly to quickly catch any missing or mishandled inventory.
  
  
• Lost, damaged, or destroyed inventory & non-returned refunds: Reviewed monthly, but timing varies depending on the case. For example, non-returned refunds require special attention because buyers have up to 60 days to return items after a refund. This means we only request reimbursement for refunds older than 60 days but less than 120 days — beyond that window, claims become ineligible.

2. Maximize efficiency in claims to accelerate reimbursement resolution

Brands with large catalogs can face over 100 reimbursement claims per month, meaning dozens of support tickets and lots of documentation — a huge time sink that can slow progress if not managed efficiently.

Here’s how we speed things up:

• Include more than 5 items per reimbursement sheet. While Amazon recommends a maximum of 5, we’ve successfully submitted sheets with up to 25 items.  This drastically cuts down the number of tickets we open.
  
  
• Keep a reusable, adaptable template for reimbursement requests. We create a base message for seller support explaining the issue and our claim, then tweak it slightly for each ticket. This prevents Amazon from mistakenly rejecting our requests for being duplicates, even when they’re unique with different order IDs.
  
  
• Communicate clearly and concisely with Seller Support. Avoid vague language or unnecessary information. Be direct and precise to get faster responses and reduce back-and-forth.
  
  
• Learn from past support interactions. If certain phrases or approaches cause tickets to be closed prematurely or repeated explanations, adjust your messaging to avoid delays and frustration.

‍