Amazon FBA claims often get rejected for reasons that can be avoided with proper preparation. Sellers lose money when claims for lost, damaged, or mishandled inventory are denied. Here's why claims typically fail:

1. Missing Required Documents: Incomplete invoices, shipping receipts, or delivery confirmations.

2. Late Submission: Filing claims past Amazon’s deadlines (9 months for lost/damaged inventory or 30 days for shipment issues).

3. Incorrect Data: Errors in ASINs, order IDs, quantities, or pricing.

4. Duplicate Claims: Submitting the same claim multiple times.

5. Ineligible Claims: Issues like seller mistakes, normal wear and tear, or customer-related problems.

6. Lack of Proof: Missing or unclear evidence like photos, invoices, or shipping records.

7. Wrong Claim Process or Category: Filing under the wrong category or using incorrect submission forms.

To avoid rejections, ensure your claims are accurate, timely, and well-documented. Regularly review Amazon’s FBA policies and maintain organized records. If the process feels overwhelming, consider professional services to handle claims effectively.

1. Missing Required Documents

When it comes to processing FBA claims, Amazon meticulously matches your submitted documents to their internal records. If your paperwork is incomplete, Amazon won’t be able to verify the loss, and your claim will likely be denied.

The essential documents Amazon requires include purchase invoices from your suppliers, shipping receipts or bills of lading, delivery confirmations, and inventory reconciliation reports. Each plays a specific role in proving ownership and tracking the movement of your inventory:

• Purchase invoices: These are crucial because they establish that you own the products and confirm their value. Without them, Amazon has no proof that the items in question were ever yours.

• Shipping receipts and bills of lading: These documents show that the inventory was shipped to an Amazon warehouse.

• Delivery confirmations: These verify that the items actually arrived at the fulfillment center.

Here’s an example: In October 2023, a seller on the Amazon Seller Forums shared how their FBA reimbursement claim was denied because a carton label was missing. Although the issue stemmed from an Amazon scanning error, the absence of the label blocked shipment verification and derailed their claim.

Amazon also enforces a strict seven-day deadline for submitting all required documentation. If you don’t provide everything within this window, your claim will be denied outright. And while rejection notices from Amazon do specify which documents are missing or insufficient, by the time you receive this feedback, you may have already lost valuable time in the process.

One way to avoid these headaches is by working with professional services like eStore Factory. Their FBA reimbursement specialists follow detailed checklists to ensure all paperwork is complete before submission. With their deep understanding of Amazon’s ever-changing requirements, they can catch potential documentation issues that sellers might overlook, increasing the chances of claim approval.

2. Late Claim Submission

Amazon has strict deadlines for FBA reimbursement claims, and missing them almost guarantees your claim will be rejected. Once a deadline passes, the chance to recover your money is gone for good.

The timeframes for filing depend on the type of claim. For lost or damaged inventory, you generally have up to 9 months (around 270 days) from the date of the incident to file. However, for shipment discrepancies, the window is much tighter - just 30 days.

Amazon’s system is unforgiving when it comes to late submissions. Any claim filed after the deadline is automatically denied, with no exceptions. Even if you have a valid reason, the system doesn’t make allowances for individual circumstances.

Take this scenario: If you try to file a claim 10 months after a warehouse transfer, you’ve already missed the 9-month deadline. That means any lost inventory from that transfer is unrecoverable - no matter the amount.

For U.S. sellers, the consequences can be financially painful. Missing these deadlines can result in the permanent loss of hundreds or even thousands of dollars, which can significantly affect the bottom line, especially for high-volume sellers.

So why do sellers miss these deadlines? Common reasons include poor record-keeping, not being aware of Amazon’s policies, or failing to monitor inventory reports regularly. The reimbursement process itself is also complicated, leading to oversights.

To stay on top of this, it’s crucial to review your FBA reports at least once a month. This allows you to spot discrepancies early. Create calendar reminders for claim deadlines and maintain a detailed log that tracks inventory events and their associated deadlines.

When you identify an issue, act fast. Note the event date and claim type, verify the deadline, gather all necessary documentation, and submit your claim through Seller Central well ahead of time. Avoid waiting until the last minute - you’ll want some buffer time to address any unexpected hurdles.

Even with these precautions, managing claims can still be challenging. That’s where professional services come in. Companies like eStore Factory specialize in FBA reimbursement management. They use automated tools to track deadlines and ensure claims are submitted on time, helping sellers avoid costly mistakes and keep their revenue intact.

3. Wrong Data in Claims

Getting your data right is non-negotiable - any mistake can lead to claim rejection. Amazon's system cross-references every detail you provide with their internal records, and even a small mismatch will trigger a denial.

The most frequent errors involve incorrect ASINs (Amazon Standard Identification Numbers), wrong order IDs, and mismatched quantities or amounts. These issues often arise from manual data entry mistakes or outdated records. Amazon's algorithms are designed to flag any inconsistencies, so even minor errors won't slip through.

For example, submitting a claim with an incorrect ASIN or order ID means Amazon's system won't be able to verify the product or locate the transaction. In one instance shared on the Amazon Seller Forum in 2023, a seller's reimbursement claim was denied because they uploaded the wrong sourcing document. The sourcing cost was marked as "unverified", and the claim was rejected. The seller had to correct the error and resubmit the claim to resolve the issue.

Even small errors, like a misplaced decimal or a single-digit typo, can cause immediate rejection. For instance, claiming $25.99 when Amazon records show $24.99 will lead to denial. Similarly, if you claim 5 lost units but Amazon's records only show 3 missing, your claim won’t pass. Once a claim is submitted, Amazon doesn’t allow manual corrections, so you’ll need to start over with a new submission.

To avoid these headaches, double-check all claim data before submitting. Match ASINs with your current product listings, verify order IDs against your transaction history, and ensure quantities and amounts align perfectly with Amazon’s records.

Using a checklist can help: verify every ASIN, SKU, order ID, tracking number, and amount against your Seller Central reports. Taking a few extra minutes to review your claim can save you weeks of delays and prevent missed deadlines.

For sellers managing large volumes of data, manual verification can be daunting. Services like eStore Factory offer automated tools to help ensure claims are accurate, reducing the risk of errors.

Errors like missing documents or late submissions already complicate Amazon's claim process. Adding data mistakes into the mix only makes things worse. Starting with precise, verified information is key to getting your reimbursements approved without unnecessary delays.

4. Duplicate Claims for the Same Issue

Amazon’s system is designed to automatically flag duplicate claims, which means filing a second claim for the same issue will result in an immediate rejection. This often happens when sellers unknowingly submit the same claim through multiple channels - for example, filing through Seller Central and then following up with an email to Amazon support about the same lost inventory.

Amazon typically processes reimbursement claims within 5–7 business days. If you don’t receive a response within that timeframe, resist the urge to file another claim. Instead, take a closer look at the initial denial, gather any additional evidence that might support your case, and escalate the issue through the proper channels. Always check your case log before submitting a new claim to avoid accidental duplication.

Poor record-keeping often leads to duplicate submissions. To prevent this, keep a detailed log of your claims, including submission dates, case numbers, and their current status. Duplicate claims not only result in rejections but can also negatively impact your seller record. A well-organized approach to tracking claims will improve the overall efficiency of your FBA reimbursement process.

To stay on top of things, utilize Amazon’s Case Log feature in Seller Central to monitor the progress of your claims. If a claim is denied, use the feedback provided to refine your documentation and submission process rather than immediately resubmitting the same request.

For sellers handling a large volume of claims, claim management software can be a lifesaver. These tools help track submissions and ensure duplicates are avoided. Alternatively, services like eStore Factory offer FBA reimbursement management, providing expertise and systematic tracking to help you submit claims accurately and efficiently.

5. Claims That Don't Qualify

Amazon only reimburses for specific FBA issues, so knowing what doesn’t qualify can save you time and help protect your seller account from unnecessary claim rejections.

Many ineligible claims stem from seller-related mistakes. For example, using insufficient packaging that leads to damaged products during shipping or storage will disqualify your claim. Imagine shipping fragile electronics in thin bubble mailers instead of sturdy protective boxes - Amazon will hold you accountable for any damage caused by inadequate preparation. Similarly, failing to meet Amazon’s FBA prep requirements automatically voids reimbursement eligibility.

Other factors, like normal wear and tear, also make claims ineligible. Minor issues such as discoloration from warehouse lighting, a light layer of dust, or small cosmetic imperfections that don’t affect how a product functions are considered part of standard operations. Amazon doesn’t reimburse for these, as they fall within acceptable storage and handling tolerances.

Customer-related issues are another common reason claims get denied. If a buyer returns an item due to personal preference, misuse, or simple buyer’s remorse, you can’t hold Amazon responsible. These situations are seen as routine marketplace activities, not issues caused by Amazon’s fulfillment process.

A case from the 2023 Amazon Seller Forums highlights how policy violations can lead to denials. A seller submitted a claim for 40 units, but Amazon rejected it after determining the problem was due to a labeling error caused by the seller. Since the issue wasn’t Amazon’s fault, the claim was denied outright.

Events beyond anyone’s control - like natural disasters, warehouse closures, or government-mandated shutdowns - are also excluded from reimbursement. While these situations can cause inventory losses, they fall under force majeure, meaning neither party is held responsible.

In March 2025, Amazon updated its reimbursement policy, further clarifying what qualifies and narrowing the types of claims they accept. Staying informed about these updates is essential to keep your approval rates high and avoid unnecessary scrutiny of your account.

Before filing any claim, review Amazon’s official FBA reimbursement policy to ensure your issue qualifies. Submitting repeated ineligible claims can lead to slower processing times, account warnings, and increased scrutiny. Tools and services like eStore Factory can help audit your inventory and ensure your claims align with Amazon’s policies, boosting your chances of approval.

6. Missing Proof or Evidence

Amazon has a strict system that demands clear and verifiable evidence for claims. Without proper documentation, even legitimate claims can end up being denied. This rigorous standard helps weed out fraudulent claims, but it also means that every piece of evidence you submit needs to directly back up your case.

The type of evidence required depends on the nature of your claim. For instance, if you're filing a claim for damaged inventory, you'll need to provide clear photos of the damage, along with packing slips, shipping manifests, and any relevant communication with carriers. On the other hand, claims for lost inventory typically require shipping records, proof of delivery, and invoices that confirm ownership of the items. Make sure all documents include matching product identifiers like ASINs and SKUs.

When submitting photos, clarity is key. Blurry or poorly lit images won’t cut it. It’s also worth noting that screenshots or secondary images pulled from your seller dashboard won’t replace original shipping documents or supplier invoices.

Invoices need to be detailed and complete. They should include supplier contact information, purchase dates, and product details. For example, if your invoice is missing supplier details or doesn’t clearly list the relevant products and quantities, Amazon may reject it outright.

Timeliness is also critical. If Amazon requests additional documents and you delay your response, your claim could be at risk. Staying on top of follow-up communications can make all the difference.

Common mistakes include submitting invoices with incorrect product details, leaving out shipment records, or providing photos that don’t accurately represent the reported damage. If your claim involves multiple ASINs, ensure that you provide complete and matching evidence for each one. These errors emphasize the importance of maintaining flawless documentation.

To make the process smoother, keep digital records of invoices, shipping documents, and delivery confirmations. This can speed up the claim process and reduce the chance of rejection due to missing paperwork.

If you're struggling with documentation, services like eStore Factory can assist with FBA reimbursement claims, helping you navigate the process more efficiently.

Lastly, remember that Amazon’s evidence requirements can change over time. Regularly reviewing and updating your practices to align with the latest guidelines is essential to ensure your documentation remains compliant.

7. Wrong Claim Process or Category

Amazon's FBA reimbursement system is built around specific categories and processes, each tailored to handle different types of issues. Filing a claim under the wrong category or using an incorrect process can lead to immediate rejection. This happens because claims are routed to specific teams based on the category you select. If there's a mismatch, the claim may be closed without being properly reviewed.

One of the most common errors sellers make is misclassifying claims. For instance, if you submit a claim for inventory lost during inbound shipping under the "damaged inventory" category instead of "lost inventory", Amazon's system will automatically reject it. Each category has its own criteria, and claims that don't meet those criteria are denied outright.

Another frequent mistake is using the wrong submission channel. Sellers sometimes use the "general inquiry" form instead of the designated FBA reimbursement form, which sends the claim to the wrong department. This misstep can cause delays or outright rejection. Similarly, filing warehouse-damaged items under "carrier damage" creates confusion because these categories involve different liability rules and documentation requirements.

Knowing Amazon's claim categories is key to avoiding these pitfalls. For example:

• Lost inventory claims require proof that items shipped to Amazon were never received.

• Damaged inventory claims need evidence showing the products were damaged while in Amazon's possession.

• Fee error claims involve incorrect charges for services like storage or fulfillment.

Each category has distinct requirements, so matching your claim to the correct type is essential.

Filing claims incorrectly doesn’t just result in immediate rejection - it can also have longer-term consequences. Repeated mistakes may flag your account, making future claims more difficult. Amazon's support teams might scrutinize your submissions more closely, which can slow down the reimbursement process.

To minimize these risks, review Amazon's FBA reimbursement guidelines thoroughly before submitting a claim. Use the official help documentation in Seller Central to identify the correct claim type for your situation. Follow the outlined steps carefully, and double-check that you've selected the right category before submitting.

If you realize you've filed a claim under the wrong category, act quickly. Withdraw or close the incorrect claim and resubmit it under the correct category with all the required documentation. Address any feedback from Amazon promptly, and provide additional evidence if requested.

Amazon regularly updates its claim categories and submission processes. Stay informed by monitoring Seller Central announcements and subscribing to policy update newsletters. Processes can change, and what worked a few months ago might not apply anymore.

For sellers who find Amazon's system overwhelming, services like eStore Factory can simplify the submission process and improve your approval rates. These experts can help reduce the chances of process-related errors.

Finally, keep a detailed record of your claims. Tracking successful submissions can help you refine your approach and avoid repeating mistakes in the future.

Comparison Table

This table outlines the factors that influence whether Amazon approves or rejects FBA claims. Each element plays a crucial role in ensuring a smooth claims process.

Amazon’s automated systems are quick to flag incomplete claims, so thoroughness is critical. For example, if you’re claiming a $500 loss, you’ll need to provide a purchase invoice showing that exact amount, a shipping manifest confirming the items were sent, and timestamped photos of the products before shipment.

Timeliness is equally important. Submitting a claim past Amazon’s deadline results in automatic rejection with no chance for appeal.

Accuracy is another key factor. Even small errors, like mismatched quantities or incorrect pricing formats, can lead to denial. Always double-check your data for consistency.

Lastly, ensure you categorize your claim correctly. Whether it’s lost or damaged inventory, filing under the right category ensures your claim is reviewed appropriately. Well-organized and complete documentation is your best defense against rejection.

Conclusion

Handling Amazon's FBA reimbursement process requires attention to detail, timely action, and thorough documentation. The seven common rejection reasons - missing documents, late submissions, incorrect data, duplicate claims, non-qualifying issues, insufficient evidence, and choosing the wrong claim process - are responsible for most denied claims, potentially costing sellers thousands of dollars each year.

Missing deadlines is a major setback, as it means losing out on reimbursement opportunities entirely. Even small mistakes, like mismatched SKUs or unclear photos, can lead to automatic rejections, regardless of the validity of your claim.

To improve your chances of success, keep detailed records of your shipments. This includes timestamped photos, complete invoices, and accurate shipping manifests. Not only does this level of organization increase approval rates, but it also helps speed up the review process.

If managing these details feels overwhelming, companies like eStore Factory specialize in reimbursement management. Their expertise in navigating Amazon’s systems can help you recover what you’re owed while allowing you to focus on scaling your business.

FAQs

How can I prevent my Amazon FBA reimbursement claims from being rejected due to missing documentation?

To prevent your Amazon FBA claims from being denied, make sure to submit all the required documentation. This usually involves providing proof of inventory ownership, shipment records, and receipts or invoices that clearly support your claim. It’s crucial to double-check that all uploaded files are clear, readable, and align with the details of your claim.

Staying organized is equally important. Amazon often asks for specific details, like shipment tracking information or reconciliation reports. Keeping your records well-organized and up-to-date can simplify the claims process and lower the chances of rejection.

What’s the best way to track Amazon’s FBA claim deadlines so I don’t miss them?

To ensure you don’t miss Amazon’s FBA claim submission deadlines, staying organized and on top of things is critical. Start by getting familiar with Amazon’s specific timelines for different types of claims, such as those for lost inventory or damaged items. Generally, most claims need to be filed within 9 months of the issue, but it’s always a good idea to double-check Amazon’s guidelines for accuracy.

Using tools like calendar reminders or task management apps can be a big help in keeping track of these deadlines. On top of that, make it a habit to regularly review your FBA reports and compare them with your inventory records to catch any discrepancies early. Keeping up with these steps will make it much easier to stay ahead of deadlines and avoid missing out on potential reimbursements.

What evidence is most effective for supporting an Amazon FBA claim for lost or damaged inventory?

To make a strong case for your Amazon FBA claim regarding lost or damaged inventory, having detailed and clear evidence is key. Here’s what you should include:

• Proof of purchase or invoices: These documents must clearly outline the cost and quantity of the inventory you sent to Amazon.

• Shipment records: Include details like tracking numbers, carrier information, and delivery confirmations to verify when and where your inventory was shipped.

• Amazon reports: Leverage tools like the Inventory Reconciliation report or the Fulfillment Center Damage report to pinpoint any discrepancies.

Ensuring your documentation is accurate and well-organized can significantly improve your chances of claim approval. Always double-check that all the information aligns with the details in your submission.

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