Best Return Order Handling Process for Sellers in Vietnam (updated 2025)

July 15, 2025
Best Return Order Handling Process for Sellers in Vietnam (updated 2025)

In Vietnam’s e-commerce boom, return orders—whether due to cancellations, refusals, or failed deliveries—are a daily reality. But the true cost of a return isn’t just the shipping fee.

 

Poor return handling can lead to:

  • Wasted warehouse space

  • Increased logistics costs

  • Customer dissatisfaction

  • Data inconsistency across systems

 

Handled right, however, returns can become an opportunity to improve your system, win back trust, and recover value.

 

 

Top 5 Reasons Why Orders Are Returned

 

  1. Wrong address (updated too late or incorrect info)

  2. Change of mind (common with COD orders)

  3. Late delivery

  4. Poor or damaged packaging

  5. Confusion over pricing at delivery

 

|| Read more: Q3 Shopping Trends 2025: Key Priorities for Retailers

 

 

A Step-by-Step Return Workflow for 2025

 

Ensuring Excellence from the Start: The Role of Incoming Goods Inspection - isixsigma.com

 

1. Inspect Returned Goods Immediately

 

Check:

  • Product condition

  • Packaging damage

  • Reason for return

 

👉 Tip: Always photograph the item upon return, before unboxing. It’s your proof in case of disputes.

 

 

2. Update Your OMS/WMS System

 

If using a smart OMS/WMS system like SellnShip, simply scan the returned item:

  • Stock status is updated in real-time

  • Return reasons are logged per SKU

  • Items are marked as resellable or damaged

 

👉 No system yet? Start small with Google Sheets or Excel—but track consistently.

 

 

3. Decide: Restock, Discount, or Write-off

 

Condition Action
Like new Restock and resell
Minor damage Repack and clear at discount
Broken/expired Write-off, repair, or dispose

 

Pro tip: High-demand SKUs are still valuable even if returned. Use them wisely in flash deals or promotions.

 

|| Read more: BYOC Is Replacing SaaS in Modern Business Management

 

 

How to Reduce Return Rates (and Save Time)

 

✅ Show Clear Return Policies

Display during checkout, written simply and fairly.

 

✅ Confirm COD Orders

Send a text or call to confirm large or high-risk orders before shipping.

 

✅ Assign a Dedicated Return Handler

Don’t mix returns with outbound work. 1–2 trained staff can make the whole process smoother.

 

✅ Use Tech to Track, Sync, and Learn

Smart systems like SellnShip help you:

  • Trace return reasons by product or courier

  • Avoid over/understocking

  • Get real-time inventory updates via PDA scans

  • Monitor performance by warehouse or SKU

 

Lastly, returns don’t always mean failure. With a smart return workflow:

  • You minimize disruption

  • You learn from failure patterns

  • You build a better customer experience

 

Clean returns. Updated systems. Consistent processes.
> Fewer surprises = Faster growth.

 

Want to future-proof your returns?

 

Try an integrated OMS/WMS system tailored for Vietnamese SMEs.


👉 Start your free SellnShip demo now: https://sellnship.io/contact