How to Process COD Returns and Resell RTO Stock

EasySell
2026-04-14T17:25:28+01:00

Every COD guide tells you how to reduce returns. None of them tell you how to process the COD returns that come back anyway — or how to turn that RTO inventory back into revenue.

That number comes from Shipway's FY25 ShipNotes report — roughly one in four COD orders ends up as RTO (return to origin). In some product categories and regions, it climbs past 35%. You've probably read a dozen articles about reducing your RTO rate. But if you're running a COD store at any real volume, prevention only shrinks the pile. It doesn't eliminate it. And that pile of returned inventory sitting in your warehouse is quietly draining your margins every day it stays there.

Returned COD stock that isn't processed within 48–72 hours starts losing value. Seasonal items go stale. Electronics depreciate. Fashion moves out of trend. Meanwhile, your capital is locked in products you can't sell because nobody on your team has a system for getting them back on the shelf. Each RTO costs 3–5x more than a successful delivery when you factor in double shipping, repackaging, inspection labor, and the opportunity cost of blocked inventory. The global reverse logistics market hit $632 billion in 2024 for a reason — returns are an entire operational layer most small merchants ignore.

Set Up a Dedicated RTO Receiving Station

Don't let returned packages get mixed into your regular inbound inventory. That's how items disappear, get miscounted, or sit unopened for weeks.

Designate a specific area — even if it's just a table and a shelf — as your RTO processing station. Every returned package goes there first, nowhere else. Keep a simple log (a Google Sheet works fine) that records:

Order number and customer name

Date shipped and date returned

Courier tracking number

Return reason (if known)

Condition on arrival

This log becomes your audit trail. When you're processing 5 returns a week, memory works. At 50 returns a week, you need a system or you'll lose track of thousands in inventory value.

How Should You Grade RTO Inventory Before Restocking?

Grade every returned item into A, B, or C condition before it touches your shelf. Not all returns are equal. A customer who refused delivery because they changed their mind sends back a sealed, untouched package. A customer who opened the product and didn't like it sends back something that needs inspection. Treating both the same wastes time and costs you money.

Use a simple A/B/C grading system:

1. Grade A — Like new. Package unopened or product in original condition with all accessories and tags. This goes straight back into your main inventory at full price.

2. Grade B — Good with minor issues. Opened packaging, missing outer box, or light cosmetic marks. Sellable, but not at full price. These go into an outlet or "open box" collection.

3. Grade C — Damaged or incomplete. Missing parts, visible damage, or functionality issues. Write these off, salvage for parts, or liquidate in bulk to a reseller.

The grading takes 2–3 minutes per item once you have a routine. Skip it and you'll either relist damaged items (earning a complaint) or toss sellable items (burning margin). Most COD merchants find that 60–70% of RTO stock grades as A, 20–25% as B, and only 10–15% as C. That means the majority of your returned inventory is fully sellable — it just needs someone to confirm that and move it.

Update Shopify Inventory the Same Day You Process Returns

Graded inventory that isn't restocked in Shopify is invisible inventory. You own it, it's sitting on a shelf, but your store doesn't know it exists. That means you might reorder stock you already have, or customers can't buy items you could ship today.

For Grade A items, update the inventory count in Shopify immediately. If you use multiple locations, make sure the stock is added to the correct warehouse location. For Grade B items, you'll need a separate workflow — more on that below.

Set a daily cutoff. Process all returns received by 2 PM, update inventory by end of day. Returns that arrive after the cutoff get processed the next morning. This rhythm prevents the backlog that turns a manageable pile into warehouse chaos.

Create an Outlet Collection for Grade B Stock

Grade B inventory is where most COD merchants leave money on the table. These products work fine — they just can't be sold as brand new. Instead of letting them collect dust, create a dedicated collection in your Shopify store.

Call it "Open Box Deals," "Clearance," or "Like-New Savings" — whatever fits your brand. For each Grade B item:

Duplicate the original product listing

Add a clear note about condition ("Open box — product tested and verified, original packaging not included")

Price it 15–30% below the original, depending on condition

Use the same product photos (the product itself looks the same)

Some merchants resist this because they think it cheapens their brand. It doesn't. Customers who buy open-box deals are a different segment — they're price-sensitive shoppers who wouldn't have bought at full price anyway. You're capturing revenue that would otherwise be zero.

Track Return Reasons to Fix the Source

Processing returns efficiently recovers value. Tracking why products come back prevents future losses. These are two different jobs, and most COD stores only do the first one (if that).

The most common COD return reasons fall into predictable buckets:

Customer unavailable — they weren't home during delivery attempts

Changed mind / impulse order — common with COD since there's no upfront payment commitment

Wrong product or size — a listing or fulfillment problem you can fix

Product didn't match description — a content or photography problem

Fake order — fraud that slipped through verification (see our guide to blocking fake COD orders)

After a month of tracking, patterns emerge. If 40% of returns on a specific product are "didn't match description," your product photos or copy need work. If a certain region has 3x the RTO rate of others, your courier coverage there might be unreliable. EasySell's order form can capture structured data at the point of purchase — phone verification, address validation, and order notes — that helps you spot fake orders and bad addresses before they ship.

What Should You Do With Damaged COD Returns?

Damaged or incomplete returns that can't be sold to customers still have value — just not on your Shopify store. Holding onto them costs you storage space and mental bandwidth for zero return.

Options for Grade C inventory:

Bulk liquidation. Sell to local resellers or liquidation platforms at 10–20 cents on the dollar. Low recovery, but it's immediate cash and cleared shelf space.

Parts harvesting. If you sell electronics, accessories, or products with reusable components, strip what's valuable before disposing of the rest.

Donation. Some products are still functional but not sellable. Donating clears inventory and may offer tax benefits depending on your jurisdiction.

Write-off. Record the loss, update your accounting, and move on. Holding damaged stock for months hoping to "figure something out" is more expensive than accepting the loss.

Set a rule: Grade C items get resolved within 7 days of grading. No exceptions. The longer damaged inventory sits, the harder it becomes to deal with — and the more space it steals from sellable stock.

Build a Weekly RTO Review Into Your Operations

A returns process that runs on autopilot still needs a weekly check. Spend 30 minutes every Monday reviewing:

Total returns received vs. processed (is the backlog growing?)

Grade distribution (are you seeing more B and C items than usual?)

Recovery rate (what percentage of RTO value are you recapturing through resale?)

Top return reasons (any new patterns?)

Your target recovery rate should be 60–80% of original inventory value. If you're below 50%, either your grading is too conservative (items that could sell as B are getting classified as C) or your outlet collection isn't priced to move.

The merchants who treat RTO processing as a core operations function — not an afterthought — recover significantly more from every returned order. Start with the receiving station and grading system this week. The rest follows naturally once you can see what's coming back and why. Every day your returned inventory sits unprocessed is a day you're paying to store products you could be selling.