Returns recovery and disposition
Returned-garment condition grading checklist
A copyable grading checklist for returned garments: three grades plus a not-saleable flag, the checks behind each, when to photograph, and the fields to record.
26 October 2026 · 3 min read · Taimoor ul Hassan, founder, WeaveCycle
Give every returned garment one grade from a short, fixed scale, based on what the inspector can see and smell, and map each grade to a default route. Use three grades plus a flag: A (sellable as new), B (sellable with a discount or small fix), C (needs repair or only the materials are useful) and Not saleable (unsafe, contaminated or counterfeit). Copy the checklist below, adjust the thresholds, and pin it at the bench.
When to use this checklist
At first touch, before any cleaning or repair, under the same light every shift. It is designed for one inspector at one bench, working one item at a time.
The grades
| Grade | Criteria (all must be true) | Default route |
|---|---|---|
| A | Correct SKU and variant. No wear, stains, odour or damage. Tags attached. Packaging usable or replaceable at low cost. | Restock |
| B | Correct SKU. Light marks, creasing, missing tags or packaging, or a fix under your in-house time limit. No odour. | Resale at a discount, or restock after a quick fix |
| C | Structural damage, set stains, heavy wear or a repair beyond your in-house limit. | Repair if the numbers work, otherwise recycle or a materials buyer |
| Not saleable | Hygiene risk, contamination, mould, unsafe hardware, or counterfeit. | Quarantine and a documented decision |
Tick one grade only. Any override needs a manager's initials and a written reason.
Items in Not saleable are the ones most likely to end up destroyed. In the EU, large companies may destroy unsold clothing only in listed cases, and must be able to show why. See the EU ban on destroying returned clothes.
The inspection checklist
Record each as yes or no:
- Barcode or label matches the order line (SKU, size, colour).
- Front: stains, holes, pilling.
- Back: seams, hem.
- Seams and hems checked by hand along their length.
- Zips run fully open and closed; snaps and buttons checked.
- Lining and pockets: pulled threads, stains, items left inside.
- Odour: none, perfume, smoke, detergent, other.
- Tags attached; packaging usable.
Smell the item as soon as the bag is opened. Steaming can mask odour.
When to photograph
Photograph exceptions, not every item: any B, C or Not saleable grade, a wrong item, missing parts, and anything likely to be disputed. Take the whole item and a close-up of the problem. Clean A-grade items rarely need a photo. See do you need photos for every returned garment?
If you keep photos, name them <orderID>_<sku>_<n>.jpg and attach them to the return record before the item leaves the bench.
In-house repairs
Allow repairs under a fixed time limit at the bench: reattaching a button, a short seam, a loose hem, trimming threads. Anything longer, or needing a specialist (reweaving, panel replacement, leather), goes to a repair queue with an estimate. See restock, resell, repair or write off: how do you decide?
Quality control
- Pull a sample of graded items each week and have a second inspector grade them blind.
- Review disagreements together and update the criteria wording, not just the item.
- Double-check high-value items and anything disputed by the customer.
Fields to record for every item
order_id, sku, grade, defect_code, route, inspector, timestamp, and photo_files when there are any. See what your warehouse should record on each return.
Mistakes that make grading fail
- More than one grade ticked.
- Free-text notes instead of defect codes.
- Grades that overlap, so inspectors pick different ones for the same item.
- Criteria that change every month.
- Repairs at the bench that run past the time limit.
The same scale in WeaveCycle
WeaveCycle uses the same A, B and C scale. When a customer's photo is checked before the refund, it gives a first-read grade, which carries into the warehouse so the inspector confirms or changes it rather than starting from nothing. See how it works.