How to Describe Condition on eBay (and Avoid "Not as Described" Returns)

A return costs you more than the sale was worth. You refund the buyer, you often pay for the return shipping, the item comes back opened and sometimes damaged, and the whole thing counts against your seller record. The most common reason is also the most avoidable: the item wasn't what the listing said it was.

This guide is about closing that gap. The goal isn't to make items sound worse. It's to make the buyer's expectation match the item in the box.

Why "not as described" is the costly one

If a buyer says an item doesn't match its listing, eBay's buyer protections generally side with the buyer, and the seller usually covers the return shipping. Compare that with a buyer who simply changes their mind, where the rules are more flexible for you. Check eBay's current return policy for the details that apply to your account, but the pattern is clear: accuracy is cheaper than any other fix.

Pick the right condition grade first

Start with the Condition field, because buyers filter on it before they read anything else. Use the grade that's honestly true, in the simplest terms:

• New: unused, in the original packaging.
• Open box or like new: opened but unused, or used once. Be strict: if it's been used, it isn't "new".
• Pre-owned: used, in any state from excellent to well-worn. This is where your notes do the work.
• For parts or not working: doesn't function, or you haven't been able to test it.

Don't round up. "Pre-owned, excellent" with accurate notes outsells "like new" followed by a return.

Write condition notes with specifics

Vague condition words invite disputes because buyers and sellers read them differently. Replace each vague phrase with what, where and how big:

Notice how each specific note points to a photo number. The photo and the sentence prove each other.

Say what you tested, and what you didn't

"Works" is a promise. Only make it for what you actually checked, and spell out what that was:

• "Powers on and loads the home screen. Camera and charging port not tested."
• "Tested with batteries. All buttons respond. Original charger not included."
• "Untested. Sold as is for parts or repair."

If you can't test something, say so and use the "for parts or not working" condition. That's honest, it sets the right price, and it protects you.

Photograph every flaw and reference the photo

Take a close, well-lit shot of each flaw and mention it by photo number, as in the table above. It takes thirty seconds per item and it's your evidence if a dispute happens. The photo guide covers lighting for close-ups.

List what's included and what's missing

A surprising share of disputes come from the box: a missing remote, no charger, no case, a game without its manual, a camera body with no lens cap. State it plainly:

• "Includes: console, one controller, power cable, HDMI cable."
• "Does not include: original box, manual or charger."

Disclose what photos can't show

Buyers can't smell or feel what you're selling, so tell them:

• Smoke, pet or perfume odors.
• Stickiness, stiffness or fabric pilling.
• Small repairs, replaced parts or non-original components.
• Anything you couldn't verify, such as authenticity or a serial number.

If you can't verify that a branded item is authentic, say so rather than implying it is.

A quick checklist before you publish

• Condition grade matches reality.
• Every flaw is photographed and mentioned.
• You've stated what you tested and what you didn't.
• Included and missing parts are listed.
• Odors, repairs and unverified claims are disclosed.
• Measurements are in the description.