Used or worn goods returns: how to handle the dispute on Shopify UK

ChargeFix guide cover with a refund arrow icon: Used or worn goods returns: how to handle the dispute on Shopify UK

The dress comes back smelling of perfume with a deodorant mark under the arm and the tags in a carrier bag. The buyer wants £80.00 back. You offer £30.00. Three days later, the bank asks why you kept £50.00.

Used or worn goods returns are one of the hardest disputes for a UK Shopify store, because both sides have a point. The buyer has a right to try the item. You have a right not to be left with something you cannot resell. This guide shows how to set the line, prove the condition of what comes back, offer a fair partial refund and respond if the buyer disputes it, with templates, worked sums and a day-by-day plan.

Last updated: 9 October 2026. Written by the ChargeFix team.

The 30-second answer (TL;DR)

  • Used or worn goods returns become disputes when you refund less than the buyer expects and cannot show why. The fix is evidence of condition at dispatch, evidence of condition on return and a clear, dated policy.
  • UK rules let most buyers inspect goods, and the regulations include a rule about diminished value when goods are handled beyond what is needed to inspect them. We did not review the exact wording, so confirm with an adviser before you deduct.
  • Photograph the item as it leaves you for higher-value or hygiene-sensitive goods, and photograph the return with a date. Without both, you are comparing a story with a story.
  • Offer a reasoned partial refund in writing. Say what you saw, what you deducted and how you worked it out.
  • If the buyer disputes, respond with a short summary, the photos, the policy and the messages. Do not accuse the buyer of wearing the item. State what the photos show.
  • Do not refund twice. If you have refunded a portion, show the refund record and explain the balance.
  • General information, not legal advice. Some points are not covered in the sources we reviewed, including the full list of exceptions to the cancellation right and how issuers weigh condition evidence. The post flags each one.

From dispute to decision

Stage What the buyer sees What you should do What you need as proof
Before dispatch A clean item Photograph higher-value or sensitive items Dated dispatch photos
Return arrives Nothing yet Inspect the same day and photograph Dated inspection photos
Condition found worn or used A smaller refund Explain in writing, with photos A neutral message with the calculation
Partial refund sent Less money than expected Send confirmation with reference Refund record
Dispute filed "Refund not received" or "wrong amount" Respond with photos, policy and refund record Evidence pack, strongest first
Bank review A dispute for the balance Show what you refunded and why Condition evidence and policy

What counts as used or worn goods returns?

Used or worn goods returns are returns where the item is no longer in the condition in which it was sent, for example clothing with wear marks, products with signs of use or items missing parts. The legal question is whether the buyer went beyond reasonable inspection, and the practical question is whether you can prove it.

The words matter. "Tried on" is not "worn". A buyer who opens a box, tries a coat in front of a mirror and sends it back with tags attached has done what they could do in a shop. A buyer who wears a coat to a party and returns it with a stain has not. The line between the two is where disputes live.

Here is a simple way to sort used or worn goods returns:

Condition on return Description Typical handling
As new Tags on, original packaging, no marks Full refund
Tried Packaging opened, light handling, no marks Full refund
Lightly used Visible creases, faint marks, tags removed Full refund or a small deduction, depending on your policy and advice
Worn or used Odour, stains, wear, missing parts Partial refund, with evidence and explanation
Damaged or unsellable Torn, soiled or altered Partial or no refund, with strong evidence, and advice
Hygiene-sensitive goods unsealed Items where hygiene matters Check exceptions with an adviser

This is a practical grid, not a legal test. The regulations list exceptions to the cancellation right, and we did not review the full list, so list only the exceptions you are sure apply to your products, and ask an adviser to check them.

Clothing, footwear, jewellery, cosmetics and electronics are the categories where used or worn goods returns appear most. Each has its own norms. A swimwear brand usually seals the hygiene liner. A shoe brand tolerates indoor trying. A skincare brand worries about opened tubs. Write your policy for your category.

For the card side of how disputes work, read our Shopify chargebacks UK guide. Shopify's help centre explains that Shopify is not liable for chargebacks and that you respond with evidence. For used or worn goods returns, the evidence is about condition, so build it before the dispute exists.

What do UK rules say about used or worn goods returns and diminished value?

For most online sales to UK consumers, the Consumer Contracts Regulations 2013 give a 14-day cancellation right, require a refund within 14 days of getting the goods back or evidence of return, and put return costs on the buyer only if told beforehand. The regulations also contain a rule about the value of goods lost through excess handling.

This section is general information, not legal advice. It draws on the legislation.gov.uk explanatory notes we reviewed. Ask a qualified adviser to check your own wording.

Point Plain-words summary What to do
Cancellation Most distance buyers have 14 days after receiving the goods State it clearly
Refund timing Within 14 days of getting the goods back or evidence of return Do not wait weeks for inspection
Condition The buyer must take reasonable care of the goods Say what reasonable inspection looks like
Diminished value There is a rule about loss of value from handling beyond inspection Not verified in the extracts we reviewed. Ask an adviser before you deduct
Exceptions Some goods fall outside the right List only exceptions you are sure apply

The honest position on used or worn goods returns is this. The rule on diminished value exists, but the details, including how much you can deduct and what proof is needed, are not covered in the sources we reviewed. If you deduct without advice, you risk a dispute you cannot win. If you refuse to deduct anything, you absorb the cost of every worn return. The middle path is a written policy, checked by an adviser, applied consistently, with evidence for each deduction.

The refund clock still runs while you inspect. A buyer who posts the return on Tuesday 12 January 2027 has given evidence of return that day. The latest refund date under the 14-day rule is Tuesday 26 January 2027, and a partial refund sent late invites a dispute for the whole amount. Inspect fast.

Our terms and conditions template includes returns and refund wording you can adapt, and our post on January returns and refund disputes covers the refund clock in more detail.

What photos and records prove the condition in used or worn goods returns?

Evidence of condition is a before-and-after pair: dated photos of the item as it left you, and dated photos of the same item when it came back. Add the packing note, the weight if you record it and a written inspection. Without the before photos, the after photos show only that the item looks worn.

Think of the pair like a delivery receipt. Dispatch photos say "it was fine when it left". Return photos say "this is what arrived". The difference is the argument.

Evidence What it shows Strength
Dispatch photos with date Condition when sent Strong, if taken for that specific order
Return photos with date Condition when received Strong
Packing slip or checklist signed by the packer Item and tags were present Medium
Inspection form Your assessment in writing Medium
Product listing What was promised Medium
Buyer messages What the buyer said about use Medium to strong
Return tracking When it was posted and received Medium
Stock photos from the listing Typical appearance only Weak

Stock photos from the listing do not prove the condition of the specific item that left. If you rely on them, a reviewer will give them little weight.

You do not have to photograph every order to handle used or worn goods returns. A cheap, sensible approach is to photograph dispatch for items above a value, in hygiene-sensitive categories or from a batch with known issues. For other items, rely on the return photos and the policy.

Use this checklist when a return arrives:

  • Note the date and time of arrival and the order number
  • Photograph the packaging as received, then each item, front and back
  • Photograph labels, tags and any marks, with a coin or ruler for scale if useful
  • Note smell, stains, missing parts and wear in writing, in neutral words
  • Compare with the dispatch photos, if you have them
  • Record the weight, if you weigh outbound parcels
  • Decide the refund amount using your policy
  • Save everything in one folder named with the order number

Keep the words neutral. "Faint perfume smell" is a fact. "Obviously worn" is an opinion. Reviewers prefer facts.

What should your returns policy say about used or worn goods returns?

For used or worn goods returns, state what the buyer may do to inspect an item, what condition it must come back in, what you may deduct if it comes back worse, how you will calculate the deduction and when you will refund. Use plain words and examples. A policy that is vague about "wear" leaves you arguing in the dispute.

Use this wording as a starting point and have it checked:

RETURNS AND CONDITION
Version [NUMBER], effective [DATE]

You can try or inspect goods as you would in a shop, to see what they are and whether they work. Please do not wear, use or wash them beyond that.

When you return goods, send them unused where possible, with tags attached and in their original packaging. Include the order number.

If goods come back in worse condition than inspection would explain, we may reduce your refund by the amount their value has fallen. We will tell you in writing, with photographs and how we worked out the amount, within [NUMBER] working days of receiving the goods.

We refund within [NUMBER] days of receiving the goods back or proof of postage, whichever is sooner. We refund to your original payment method.

[For hygiene reasons we cannot accept returns of [LIST ONLY ITEMS THAT APPLY] once the seal is broken. This is shown on each relevant product page before you buy.]

Your statutory rights are not affected.

A few notes:

  • The "as you would in a shop" line mirrors the way the rule is commonly described. Check your final wording with an adviser.
  • The commitment to explain in writing with photographs keeps you honest and gives the reviewer something to read.
  • The hygiene paragraph should list only products where it really applies, and appear on product pages before purchase.
  • Show the policy before payment and in the order confirmation email, and keep a dated copy.

Before you publish, run the contradiction check:

  • The product page, the policy and the confirmation email give the same condition rule
  • Hygiene exceptions are on the relevant product pages
  • The refund timing is in plain numbers
  • Tags and packaging requirements are the same everywhere
  • The policy page has a version number and date
  • A dated copy is saved outside the store

How do you tell a buyer about a deduction or partial refund on used or worn goods returns?

On used or worn goods returns, tell them quickly, in writing, with photos and a clear calculation. Keep the tone neutral, say what you found, state the amount and offer a way to discuss it. A buyer who feels accused will go to the bank. A buyer who feels informed often accepts.

Send the message the same day you inspect, and before you issue the refund if possible. Use wording like this:

Subject: Your return for order [ORDER NUMBER]

Hi [FIRST NAME],

Thanks for returning order [ORDER NUMBER]. We received it on [DATE] and have inspected it.

When it arrived, [ITEM] had [FACTUAL DESCRIPTION, FOR EXAMPLE: a faint perfume smell and a mark under the left sleeve]. We have attached photographs. Under our returns policy, we may reduce the refund by the amount the item has lost in value.

We have refunded £[AMOUNT] to your [PAYMENT METHOD] today, [DATE], reference [REFERENCE]. This is the original price of £[PRICE] less £[DEDUCTION] for the loss in value, which we based on [HOW YOU CALCULATED IT].

If you think we have got this wrong, reply with any photos or details and we will look again within [NUMBER] working days.

[YOUR NAME]
[STORE NAME]

Three points make this message safer:

  1. It describes condition in neutral words and does not say the buyer wore it.
  2. It shows the calculation, so the buyer can see how you reached the figure.
  3. It invites a reply. A review process, however short, tells the reviewer you were open to correction.

If the buyer replies with evidence you missed, such as a photo showing the mark was there when they received the item, review it honestly. Reversing a wrong deduction is cheaper than losing a dispute.

How you calculate the deduction matters. Common approaches include the difference between the price and the resale price, the cost of cleaning or repair, or a flat percentage in a published schedule. We did not review which methods an issuer or court would accept, so use a method you can explain and document.

How do you respond if the buyer disputes a used or worn goods returns deduction?

In used or worn goods returns disputes, open with the policy and the refund record, then the condition evidence, then the messages. Keep the summary short and factual. Show what you refunded, what you kept, why and how you calculated it. Do not accuse the buyer of wearing the item.

Shopify's help centre says the response is made on the order's chargeback response form, that screenshots are preferred to external links, and that you should label each piece and put the strongest first. After the due date nothing can be added and the result is final. We did not verify whether a submitted response can be edited, or file type and size limits, so check the form when you respond.

Use this summary as a template:

Order [ORDER NUMBER], £[AMOUNT], placed [DATE] by [BUYER NAME].

Summary: The buyer returned the goods on [DATE]; they were received on [DATE] (tracking [NUMBER]). On inspection, [ITEM] showed [FACTUAL CONDITION]. This differs from its condition at dispatch, shown in the photographs dated [DATE].

Our returns policy, published [DATE], states that we may reduce a refund by the amount a product has lost in value. We refunded £[AMOUNT] on [DATE], reference [REFERENCE], which is the price of £[PRICE] less £[DEDUCTION]. We explained this to the buyer by email on [DATE] with photographs.

Exhibits, strongest first:
1. Refund record, dated [DATE]
2. Dispatch photographs, dated [DATE]
3. Return photographs, dated [DATE]
4. Our returns policy, published [DATE]
5. Our message to the buyer explaining the deduction, dated [DATE]
6. Return tracking showing delivery to us on [DATE]

We ask the reviewer to consider the evidence above and decide in our favour.

Three habits strengthen this:

  1. Lead with the refund record. It shows you paid what you say you paid.
  2. Put dispatch and return photos side by side if you can. Screenshots are preferred to links.
  3. Keep your tone calm. A reviewer who sees a fair, documented deduction is more likely to find for you than one who reads an angry paragraph.

If you have no dispatch photos, say so honestly and rely on the return photos, the policy and the messages. A deduction without dispatch evidence is weaker, and you may decide the case is not worth fighting. That decision is the next section.

Should you fight used or worn goods returns deductions or refund in full? Two worked examples

In used or worn goods returns, fight when your evidence is strong and the amount is worth the effort. Refund in full when the proof is thin, the deduction is small or the buyer's complaint is reasonable. Run the sums, because the answer depends on how much you deducted and what the item can still fetch.

Both examples are illustrations with invented numbers. The arithmetic is checked.

Example 1: used or worn goods returns in practice, the worn dress. A buyer returns an £80.00 dress. The dress cost you £32.00. It came back with marks and perfume and can only be resold for £30.00. You refund £30.00 and keep £50.00 as the loss in value. The buyer disputes the £50.00 balance. We assume Shopify's UK fee for card chargebacks is £10, charged by the bank and returned if you win.

Option Calculation Net result
A. Refund the full £80.00 and resell for £30.00 £80.00 − £80.00 + £30.00 − £32.00 Minus £2.00
B. Partial refund £30.00, dispute won £80.00 − £30.00 + £30.00 − £32.00 £48.00
C. Partial refund £30.00, dispute lost £80.00 − £30.00 − £50.00 − £10.00 + £30.00 − £32.00 Minus £12.00

Compare B and C with A. The break-even win chance is where the expected result of fighting equals minus £2.00. That is p × £48.00 + (1 − p) × (−£12.00) = −£2.00, so 60p = 10, and p is about 16.7%. If you think your chance of winning the £50.00 is above about one in six, defending the deduction beats refunding in full. If your evidence is thin, a chance that low may not apply, and refunding is sensible. The numbers are invented, and nothing here predicts an outcome.

Example 2: are condition photos worth it for used or worn goods returns? A store handles 200 returns a year. Ten come back worn. Four of those are disputed, with an average deduction of £40.00. Each lost dispute costs the £40.00 balance plus the £10.00 fee. With dispatch and return photos, the store wins 3 of 4. Without photos, it wins 1 of 4.

Case Disputes Won Lost Cost of losses
Without photos 4 1 3 3 × (£40.00 + £10.00) = £150.00
With photos 4 3 1 1 × (£40.00 + £10.00) = £50.00

Photos save £100.00 a year on these invented numbers. Photographing all 200 returns for 2 minutes each takes 400 minutes, about 6.7 hours. At £25.00 an hour that is £166.67, which is more than the saving. Photographing only the 10 worn returns for 5 minutes each takes 50 minutes, 0.83 hours, which is £20.83. So photograph returns that are flagged as worn or high-value, not everything. The win rates are assumptions, not promises.

Situation Suggested move Reason
Dispatch and return photos, clear policy Fight the balance Strong, specific proof
Return photos only, clear policy Fight if the amount is meaningful Medium proof
No photos, vague policy Refund in full You cannot show the condition
Deduction under about £10 Refund in full Your time and the fee outweigh it
Buyer cooperative, accepts the deduction Close it Done

Day-by-day plan: used or worn goods returns from arrival to resolution

Treat the day the return arrives as day one. The refund clock runs from receipt or from evidence of return, so inspect and message quickly. If a dispute follows, read the due date and work back from it.

Day Task Output
Day 1 Receive, photograph and inspect the return. Log condition in neutral words Photos and inspection note
Day 1 Compare with dispatch photos. Decide the refund using your policy A dated decision
Day 2 Send the explanation email with photos and the calculation. Issue the refund Refund record
Days 3 to 5 Watch for a reply. Review any new evidence from the buyer A recorded review
Day 7 If no reply, close the case with a note A closed row
If a dispute arrives Log it, set the due date, pull the pack Log row and reminders
Due date minus 2 Submit on the response form, screenshot the confirmation Submission recorded

Shopify's help centre gives a response window of 7 to 21 days, so read the actual date. Our chargeback SOP for small teams gives the routine around this plan.

How do you reduce used or worn goods returns in the first place?

Set expectations on the product page, make sizing and fit clear and package items so that tags and seals show tampering. Most used or worn goods returns come from items that did not suit, not from bad faith. Better information and an honest policy reduce both.

These steps help:

  1. Show size guides, fit notes and customer photos on product pages.
  2. Add a "how to try this on" note for clothing and footwear: indoors, on a clean surface, with tags attached.
  3. Use tamper-evident seals or stickers on hygiene-sensitive items, and say so before purchase.
  4. Include a returns card in every parcel, with steps and the condition rule.
  5. Reply to "does this fit" questions quickly.
  6. Offer exchanges so a size problem does not become a refund.
  7. Review returns monthly for patterns by product or batch.

For fashion specifically, see our post on fashion and clothing returns disputes, which covers sizing, bracketing and seasonal peaks in more detail. For high-value goods, the posts on electronics and on jewellery cover tamper evidence and serial numbers.

Which products create the most used or worn goods returns, and where does hygiene matter?

Clothing, footwear, jewellery, cosmetics, electronics and furniture produce the most used or worn goods returns, each for a different reason. Knowing your category tells you which evidence to collect, which wording to put on the product page and how strict to be on condition.

Use this table to set your own rule for used or worn goods returns by category. It is general guidance, not legal advice.

Category Why used or worn goods returns happen Useful evidence Policy point to add
Clothing Worn for an event, then returned Dispatch photos, tags, return photos Try on indoors with tags attached
Footwear Worn outdoors, soles marked Sole photos at dispatch and return Try on a clean indoor surface only
Jewellery Worn once, clasps or finishes marked Close-up photos, serial or batch numbers Return in original box with seals
Cosmetics and skincare Opened, swatched or used Seal photos at dispatch, weight if recorded Hygiene exception for opened items, stated before purchase
Electronics Used for a project, then returned Serial numbers, seal photos, functional test Keep original packaging, accessories and seals
Furniture Assembled and used Dispatch photos, assembly notes State what counts as reasonable inspection

Notice the repeated idea: take a record when the item leaves you, and a record when it comes back. That pair is worth more than any paragraph of argument.

Some stores add a "returns condition" line on the product page for the categories above. It helps buyers decide, and it shows you told them before they bought. Keep it short and factual, for example: "Try on indoors with the tags attached. Items returned worn, washed or marked may be refunded less the loss in value."

Our posts on fashion and clothing returns disputes, electronics and high-value items, and jewellery and luxury goods cover these categories in more depth. This guide gives the common frame for used or worn goods returns across all of them.

How do banks and issuers look at used or worn goods returns?

We cannot say how any issuer weighs condition evidence, because that is not covered in the sources we reviewed. What we can say is what Shopify's help centre tells you to send: relevant, labelled evidence, strongest first, with screenshots preferred to links. Treat the response as a short file that lets a stranger decide.

In a dispute over a partial refund, the reviewer is trying to answer a few simple questions:

  1. Did the buyer return the goods, and when?
  2. What condition were they in, and how do you know?
  3. What did the merchant's policy say, and was it visible before purchase?
  4. What did the merchant refund, and how was that worked out?
  5. Did the merchant explain it to the buyer?

If your pack answers those five questions in the order above, you have done what you can. Used or worn goods returns are rarely won by passion. They are won by a clean sequence of dated facts.

Be realistic about the odds. A reviewer faced with two reasonable stories and little evidence may side with the cardholder. That is why the balance of cost and benefit in the worked examples matters, and why a clear, early, fair deduction beats a harsh one you cannot document.

Quick rules for used or worn goods returns

Keep these near the returns bench. They sum up how to handle used or worn goods returns without turning every return into a dispute.

  1. Write the condition rule before you need it, and show it before payment.
  2. Photograph high-value and sensitive items at dispatch, and every flagged return on arrival.
  3. Describe condition in neutral words. Facts persuade, opinions provoke.
  4. Explain any deduction in writing, with photos and the calculation, the same day you refund.
  5. Do not let inspection delay the refund past the 14-day rule.
  6. Review your used or worn goods returns monthly and fix the products or sizes that cause them.

What's different for UK merchants

This section is general information, not legal advice.

  • Distance selling rules for used or worn goods returns: the Consumer Contracts Regulations 2013 give most distance buyers a 14-day cancellation right, a refund within 14 days of getting the goods back or evidence of return, and put return costs on the buyer only if told beforehand.
  • Diminished value and exceptions: the regulations contain rules on the value of goods lost through handling and a list of exceptions. We did not review the full wording, so confirm both with an adviser.
  • Faulty goods: the Consumer Rights Act 2015 covers faulty goods, which is separate from change-of-mind returns. Do not treat a faulty item as a worn one.
  • Fees: Shopify's UK fee for card chargebacks is £10, charged by your bank and returned if you win.
  • Time limits: MoneyHelper describes chargeback as a voluntary card-scheme arrangement, usually claimed within 120 days. UK Finance gives the same period, counted from the transaction or the expected delivery.
  • Section 75: for credit card purchases between £100 and £30,000, the card company is jointly liable with the merchant. UK Finance says the time limit is six years.
  • Shopify Protect: it does not cover UK stores, so your photos and policy are your own protection.
  • Refunds and open disputes: how a refund interacts with an open dispute is not covered in the sources we reviewed. Ask your provider.
  • Weekends and bank holidays: we did not verify how they affect due dates. Respond early.

Common mistakes

  1. Deducting from used or worn goods returns without a written policy, photos or a calculation.
  2. Describing the buyer's conduct ("worn it", "ruined it") instead of the item's condition.
  3. Waiting weeks to inspect used or worn goods returns, so the 14-day refund clock passes and the buyer disputes the whole amount.
  4. Having no dispatch photos for high-value or sensitive items, the ones most likely to come back as used or worn goods returns.
  5. Using stock listing photos as proof of the item's condition.
  6. Listing hygiene exceptions that do not apply to the product.
  7. Refunding twice because a dispute arrived after a partial refund.
  8. Applying deductions on used or worn goods returns inconsistently, so the policy looks arbitrary.

FAQ

Can I refuse a refund on used or worn goods returns?

Not automatically. UK rules let most buyers inspect goods, and a rule about diminished value applies when goods are handled beyond inspection. We did not review its exact wording, so confirm with an adviser. Write a policy, photograph the condition and explain any deduction in writing.

How much can I deduct for a used or worn item?

It depends on the loss in value and the proof you hold. Common methods are the difference between the price and the resale price, the cost of cleaning or repair, or a published schedule. We did not review which methods issuers accept, so use one you can explain and document.

What evidence do I need for used or worn goods returns?

Dated photos of the item at dispatch and on return, a neutral inspection note, the packing checklist, your policy and the buyer messages. Dispatch photos are the strongest part, because they show the starting condition. Without them, rely on return photos and the policy.

Can a customer dispute a partial refund?

Yes. They can file a dispute for the balance, often as "refund not received" or "wrong amount". Respond with the refund record, the condition evidence, your policy and the explanation you sent. Keep the tone neutral and show how you calculated the deduction.

Do I have to refund return postage?

The regulations put return costs on the buyer only if you told them before they bought. If you did not, you may have to pay. State the rule in your terms, on the product page and at checkout, and keep a dated copy.

What if the buyer says the item was already worn when it arrived?

Check your dispatch photos and packing records. If you have them, compare calmly and share the comparison. If you do not, consider whether the amount justifies a fight. If the item was faulty on arrival, treat it as a faulty goods claim under the Consumer Rights Act 2015.

Can I refuse returns of hygiene products?

The regulations list exceptions to the cancellation right, which can include some goods that are unsealed for health or hygiene reasons. We did not review the full list. State the exception on the product page before purchase, apply it only where it fits and ask an adviser to confirm.

How fast must I refund after inspecting a return?

The regulations say a refund is due within 14 days of getting the goods back or evidence of return. Inspect quickly and send your explanation the same day. A late partial refund invites a dispute for the whole amount. Ask an adviser how the rule applies to your goods.

Should I photograph every one of my used or worn goods returns?

Not usually. The time cost can exceed the saving. Photograph high-value returns, hygiene-sensitive items and anything flagged as worn or damaged. For everything else, rely on the policy and a quick check. Review the rule every quarter against your actual disputes.

What if the customer already has a dispute open and I refunded part?

Do not refund again. Show the refund record and explain the balance with the photos and policy. How a refund interacts with an open dispute is not covered in the sources we reviewed, so ask your payment provider before changing the amount.

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