The Anatomy of a Perfect Reimbursement Claim: What Documents You Need to Win With Amazon
Selling on Amazon FBA is a high-volume, high-stakes game. While the scale of Amazonβs fulfillment network is staggering, the sheer complexity of moving millions of units across global warehouses inevitably leads to errors. Whether it is a box that vanishes at the receiving dock or a fragile item crushed by a forklift, inventory discrepancies are a "silent tax" that averages 1% to 3% of total annual revenue.
However, identifying a loss is only half the battle. In 2026, the burden of proof rests entirely on the seller. To recover your capital, you must submit what Amazon considers a "perfect" claim - a package of evidence so precise it leaves no room for automated or manual rejection.
Below is the definitive guide to the documents Amazon requires to win your FBA reimbursement claims, directly aligned with current Seller Central policies.
1. The 2026 Context: Why "Perfect" is No Longer Optional
Amazon has significantly tightened its reimbursement policies over the last 18 months. Two major shifts define the current landscape:
The 60-Day Window: Effective late 2024 and continuing through 2026, the window to file most warehouse-related claims has shrunk from 18 months to just 60 to 90 days. If your documentation isn't ready the moment an error is found, you risk the claim expiring.
The Sourcing Cost Shift: For many claim types, Amazon no longer reimburses based on the "estimated sale price". Instead, they now reimburse based on the verified sourcing cost of the product, excluding shipping and duties. This makes accurate financial documentation the backbone of any successful claim.
2. Pillar One: Proof of Inventory Ownership
To reimburse you, Amazon first needs to confirm that you actually owned the inventory in question. They do not accept "pro forma" invoices or simple contracts; they require proof of a completed transaction.
Acceptable Documents:
Supplier Invoices: These must be in a non-editable format (PDF or JPG) and clearly show the supplierβs name, your business name, the date of purchase, and the specific ASIN/SKU quantities.
Manufacturer Packing Slips: If you are a brand owner or manufacturer, Amazon requires signed and stamped packing slips that include the shipment ID, purchase order (PO) ID, and exact product names.
Bill of Materials (BOM): For in-house manufacturers, a signed BOM and production cost breakdown are often necessary to verify sourcing costs.
Common Rejection Trap: Handwritten or altered invoices are a red flag for Amazonβs fraud detection and will result in an immediate claim denial.
3. Pillar Two: Proof of Delivery (POD)
Ownership is meaningless if you canβt prove the inventory actually reached Amazonβs control. The documentation required depends on your shipping method.
For Small Parcel Shipments (SPD):
You must provide the active tracking ID for every package. If you did not use an Amazon-partnered carrier, you must ensure these tracking numbers are manually entered in Seller Central before a claim can be processed.
For LTL (Less-than-Truckload) or FTL (Full-Truckload):
Standard Bill of Lading (BOL) is no longer enough. Amazon now specifically requires an Amazon-stamped Proof of Delivery form. This document must show:
The number of boxes in the shipment.
The total weight at pickup.
A clear stamp from the fulfillment center confirming receipt and signature.
4. Pillar Three: Proof of Discrepancy (Inventory Reports)
You cannot simply "tell" Amazon something is missing; you must show them using their own data. Your claim should always be supported by cross-referencing these specific Seller Central reports:
Inventory Ledger: This is your primary source for identifying loss or damage adjustment codes (e.g., Code M for Missing or Code E for Warehouse Damaged).
Reimbursements Report: Always check this first to ensure you havenβt already been proactively reimbursed.
Manage FBA Returns Report: Specifically used for "Ghost Refunds," this report proves a customer was refunded but the item never returned to your sellable stock after 45 days.
5. Claim-Specific Requirements
The "Perfect Claim" looks different depending on what went wrong. This is where the help of experts, such as ARD Reimbursements, benefits FBA Sellers.
6. Why Amazon Declines Claims (And How to Avoid It)
Amazon processes millions of claims using both AI and human reviewers. Any friction in your evidence package will lead to a decline.
Editable Formats: Never submit documents in Excel or Word. Scanned copies or high-quality photos in PDF, JPG, or PNG are the only accepted formats.
Insufficient Detail: Vague damage descriptions or blurry photos without a scale reference (like a ruler) often lead to "Merchandise condition could not be verified" rejections.
Insufficent Research: Submitting a high volume of unverified requests in a short time is prohibited and can trigger account review.
Final Thoughts: The Cost of Inaction
In a world of rising advertising fees and storage surcharges, your reimbursement strategy is the difference between a thriving business and one that is slowly bleeding profit.
Protecting your brand requires an audit-ready mindset: centralize your document repository, standardize your file naming (e.g., [ASIN]_[ClaimType]_[Date]), and perform internal audits at least every two weeks.
At ARD Reimbursements, we take the documentation burden off your plate. We specialize in gathering the evidence, decoding the ledger codes, and managing the "Burden of Proof" so you can focus on scaling your global brand.