Returns, Cancellations and Claims

This policy applies to products sold by Gulf Poly Pipe LLC and supplements the Sales Terms and Conditions.

1. Review before ordering

The Customer must verify the quotation, specification, quantity, delivery location, and required documentation before authorizing an order.

Gulf Poly Pipe may rely on the Customer’s purchase order, written approval, payment, or other authorization as confirmation that the order details are correct.

2. Order changes

A request to change size, DR or SDR, quantity, specification, origin, manufacturer, delivery location, schedule, freight, documentation, or other order details must be submitted in writing.

A requested change is not approved until Gulf Poly Pipe confirms it in writing. Changes may affect price, availability, freight, lead time, documentation, and return eligibility.

3. Cancellation before acceptance

A Customer may withdraw a purchase request before Gulf Poly Pipe accepts the order, except that the Customer remains responsible for costs specifically authorized or incurred at the Customer’s request.

4. Cancellation after acceptance

After acceptance, no order may be canceled without Gulf Poly Pipe’s prior written approval.

The Customer is responsible for all nonrecoverable costs resulting from an approved cancellation, including:

• supplier cancellation charges;
• restocking fees;
• production or fabrication costs;
• material already allocated or purchased;
• freight and handling;
• storage;
• administrative expense reasonably attributable to the cancellation; and
• loss caused by a supplier’s refusal to accept cancellation.

5. Noncancelable and nonreturnable products

The following products may be noncancelable and nonreturnable once Gulf Poly Pipe commits the order to a supplier:

• mill-direct material;
• nonstock material;
• custom-fabricated products;
• made-to-order products;
• cut-to-length material;
• specially marked or colored products;
• products manufactured to a project specification;
• reserved or allocated material;
• unusually large quantities;
• material with project-specific certifications; and
• products identified as NCNR in a quotation or Order Acknowledgment.

Payment terms or Customer project cancellation do not change NCNR status.

6. Return authorization

No return will be accepted without a written Return Material Authorization (“RMA”) issued by Gulf Poly Pipe.

An RMA request must include:

• Gulf Poly Pipe invoice or order number;
• product description and quantity;
• reason for return;
• photographs;
• current condition and storage history;
• original packaging information; and
• requested resolution.

Issuance of an RMA authorizes evaluation only and does not guarantee credit.

7. Return eligibility

A return may be considered only when the product is:

• a standard, normally stocked item;
• unused;
• undamaged;
• unweathered;
• unmodified;
• in resalable condition;
• in original packaging when applicable;
• returned within the approved period; and
• accepted for return by the original supplier when supplier approval is required.

Material that has been installed, fused, cut, drilled, altered, buried, exposed to improper storage, or used is not returnable.

8. Return period

Unless the accepted Order Acknowledgment states otherwise, an eligible return request must be submitted within 30 calendar days after receipt.

This period does not replace a valid manufacturer warranty for a latent manufacturing defect.

9. Restocking, freight, and credits

Approved returns are subject to:

• a restocking charge of at least 25%, or the actual supplier charge if greater;
• outbound and return freight;
• inspection, handling, repackaging, and storage charges;
• deductions for missing packaging or diminished condition; and
• any supplier-imposed charge.

The Customer bears risk of loss during return transportation.

When material must be returned to a manufacturer or supplier, Gulf Poly Pipe will issue Customer credit only after:

1. the returned material is received and verified;
2. the supplier approves the return; and
3. Gulf Poly Pipe receives the corresponding supplier credit.

10. Unauthorized returns

Material returned without an RMA may be refused, returned to the Customer, or stored at the Customer’s expense. Unauthorized delivery does not create a credit.

11. Visible damage and shortage claims

The Customer must inspect material at pickup or delivery.

Visible damage, shortage, incorrect quantity, or obvious discrepancy must be:

• noted on the bill of lading, delivery receipt, or pickup document before the driver departs;
• photographed; and
• reported to Gulf Poly Pipe in writing within two business days after receipt.

A clean delivery receipt may materially limit recovery from the carrier.

12. Concealed damage or incorrect material

Concealed damage or an order discrepancy not reasonably visible at delivery must be reported in writing within two business days after discovery and before the product is installed, fused, modified, or used.

The Customer must protect and preserve the material for inspection.

13. Documentation required for a claim

A claim should include:

• order and invoice number;
• item, size, DR or SDR, and quantity affected;
• photographs of markings and condition;
• bill of lading or delivery receipt;
• description of storage and handling;
• date of discovery;
• supporting test results, if any; and
• requested resolution.

Gulf Poly Pipe may request additional evidence or access for supplier or manufacturer inspection.

14. Manufacturer warranty claims

Third-party products are subject to the applicable manufacturer warranty.

Gulf Poly Pipe will reasonably assist in submitting a complete claim but does not control the manufacturer’s technical determination, inspection requirements, testing, repair, replacement, or credit decision.

The Customer must not dispose of, remove, repair, or destroy allegedly defective material before the manufacturer has a reasonable opportunity to inspect it, unless immediate action is required for safety and the condition is fully documented.

15. Excluded costs

Unless expressly approved in writing or required by applicable law, product return or warranty relief does not include:

• installation labor;
• fusion labor;
• excavation;
• removal or reinstallation;
• equipment rental or standby;
• project delay;
• lost profit;
• liquidated damages;
• third-party backcharges; or
• consequential costs.

16. Contact

Submit return, cancellation, or claim requests to:

Gulf Poly Pipe LLC
Email: sales@gulfpolypipe.com
Phone: (346) 620-3993