Returns, Cancellations and Claims

Revision 2026-09-20.2. This revision applies prospectively when published and incorporated into a new accepted order. It does not amend previously accepted orders without the parties' written agreement. Request the applicable version at sales@gulfpolypipe.com.

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.

Final commercial terms, any NCNR designation and its trigger must be recorded in the Order Acknowledgment and expressly accepted in writing before irreversible supplier commitment. Payment or receipt of a purchase order alone is not a substitute for that confirmation.

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.

Charges must be documented, reasonably attributable and nonduplicative. Gulf Poly Pipe will account for available supplier refunds, avoided costs and applicable recoveries when settling the cancellation and return any remaining balance due to the Customer. These Customer-cancellation charges do not apply merely because Gulf Poly Pipe cannot perform or the Customer reports nonconforming supply.

5. Noncancelable and nonreturnable products

The following categories require review for possible NCNR status. A restriction applies only when the specific line items and irreversible supplier-commitment trigger were disclosed and accepted in writing before that trigger occurred. Gulf Poly Pipe will retain evidence of the commitment:

• 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 cancellation of the Customer's project do not remove an agreed NCNR restriction after its trigger. NCNR does not waive remedies for incorrect goods supplied by Gulf Poly Pipe, loss allocated to Gulf Poly Pipe during delivery, applicable manufacturer warranties or rights that cannot lawfully be excluded.

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.

The convenience-return eligibility, restocking fee and supplier-credit timing in Sections 7–9 concern conforming goods the Customer no longer wants. They do not automatically apply to an error by Gulf Poly Pipe, a transit loss allocated to Gulf Poly Pipe, or a valid defect claim. An RMA provides instructions for handling and inspection; it does not determine statutory rights.

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

For an approved convenience return, the restocking fee is 25% of the invoiced material price being returned, or the documented supplier restocking/cancellation fee for that return if greater—not both. Separate, documented outbound or return freight, inspection, handling, repackaging, storage or diminished-condition amounts may apply only if not already included in that fee or charged elsewhere.

Before the Customer ships a convenience return, the written RMA will identify the approved goods, destination, deadline, return-risk allocation, estimated deductions or their calculation method, and credit conditions. The Customer bears risk during that convenience-return transport unless otherwise agreed.

Where supplier approval and reimbursement are necessary for a convenience return, credit follows receipt and verification, supplier approval and Gulf Poly Pipe's receipt of the corresponding credit. Gulf Poly Pipe will communicate material status changes and provide an itemized settlement. This supplier-credit condition does not postpone Gulf Poly Pipe's own responsibility for its incorrect supply or for loss assigned to it under the accepted order.

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 delivery.

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

• noted on the bill of lading or delivery receipt 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.

Notify Gulf Poly Pipe the same day where practicable for visible damage or shortage so it can transmit evidence promptly. This is an operational request, not an additional automatic forfeiture of rights.

12. Concealed damage or incorrect material

Report concealed damage or an order discrepancy in writing within two business days after discovery, and before further installation, fusion, modification or use where reasonably possible. Stop using the affected material when safe and preserve evidence for inspection.

A latent manufacturing defect is not automatically excluded merely because it was discovered after installation or could not reasonably be identified at delivery. Applicable manufacturer-warranty conditions and nonwaivable rights remain relevant. Document any safety-related action that cannot reasonably await 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