Flowchart

Returns and exchanges flowchart template

A returns and exchanges flowchart: request, review, return shipment, inspection, then refund or replacement, with branches for a declined request and mismatched items. Adapt it to your store policy, then export PNG, SVG, Word or PowerPoint free.

No

Yes

No

Yes

Refund

Exchange

Customer requests a return or exchange

Support reviews the request

Within policy

Explain the reason and close

Send return label

Customer ships the item back

Warehouse receives and inspects

Item matches the request

Contact customer to resolve

Refund or exchange

Refund to original payment method

Ship replacement

Notify customer and close the ticket

Previewed in the “Cinnabar” theme; you can switch themes in the editor

When to use it

Use it to train support agents, to write the returns page for a store, or to map ticket states in a helpdesk. The process runs review, return, inspect, resolve, and refunds and exchanges split only at the last step.

Make it yours

  • If you offer pickup, replace "Customer ships the item back" with "Schedule a pickup".
  • Policies differ by product category; add a note under the chart.
  • For refund-without-return cases, connect the approved request straight to the refund.

Mermaid code

return-exchange-flowchart.mmd
flowchart TD
    A[Customer requests a return or exchange] --> B[Support reviews the request]
    B --> C{Within policy}
    C -->|No| D[Explain the reason and close]
    C -->|Yes| E[Send return label]
    E --> F[Customer ships the item back]
    F --> G[Warehouse receives and inspects]
    G --> H{Item matches the request}
    H -->|No| I[Contact customer to resolve]
    H -->|Yes| J{Refund or exchange}
    J -->|Refund| K[Refund to original payment method]
    J -->|Exchange| L[Ship replacement]
    K --> M[Notify customer and close the ticket]
    L --> M
    I --> M

Ask an AI for one with this structure

Send the prompt below to ChatGPT or Claude, then paste the whole reply into the editor; the code inside is detected automatically.

prompt.txt
Draw a returns and exchanges flowchart with Mermaid flowchart TD syntax. The customer requests a return or exchange and support reviews it. If it is outside policy, explain the reason and close. If within policy, send a return label, the customer ships the item back, and the warehouse receives and inspects it. If the item does not match the request, contact the customer to resolve; if it matches, either refund to the original payment method or ship a replacement. All paths end with notifying the customer and closing the ticket. Use diamonds for decisions and no parentheses in node text. Output only the mermaid code block.

FAQ

Can I put time limits on the chart?

Yes. Add a line break in the node, such as Support reviews the request<br/>within 24 hours. Use the limits from your own policy.

Can I publish the chart on a store page?

Yes. Export a PNG and upload it; exported images carry no watermark.

I want states instead of steps.

Use a state diagram. The library has refund status and order status templates.

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Updated 2026-11-11