Return Policy for Walk-In Freezer Refrigeration Equipment
Effective Date: 9/15/2026
This Return Policy applies to refrigeration equipment, components, and related accessories purchased from Polar Pods for use with walk-in freezers.
1. Eligibility for Returns
Returns may be accepted only with prior written authorization from **[Company Name]**. To request a return, the customer must contact us within [30] days of delivery and provide:
- Order or invoice number
- Product name and model number
- Reason for the return
- Photos showing the product and its packaging, if requested
Products must be unused, uninstalled, and in their original packaging, with all manuals, accessories, and documentation included.
2. Non-Returnable Products
The following items are generally not eligible for return:
- Custom-built, specially ordered, or modified equipment
- Equipment manufactured or configured to the customer’s specifications
- Used, installed, damaged, or altered equipment
- Equipment with missing parts, accessories, manuals, or original packaging
- Electrical components that have been wired, energized, or installed
- Refrigerant, oils, filters, and other consumable supplies
- Products returned without prior authorization
- Equipment returned after [30] days
Return eligibility for special-order products will be determined before the order is accepted.
3. Restocking Fees
Approved returns may be subject to a restocking fee of 30% of the purchase price. Additional charges may apply for:
- Missing parts or accessories
- Damaged packaging or equipment
- Cleaning, inspection, or repackaging
- Manufacturer-imposed fees
- Special handling or testing
Restocking fees may be deducted from the refund.
4. Shipping and Freight
The customer is responsible for all return shipping and freight charges unless the return is due to an error by Polar Pods or the product arrived damaged or defective.
Returned equipment must be securely packaged and shipped using a carrier that provides tracking and insurance. Polar Pods is not responsible for damage or loss that occurs during return shipment.
Original shipping, handling, liftgate, delivery, and installation charges are non-refundable unless the return resulted from our error.
5. Damaged or Incorrect Shipments
Customers must inspect all equipment upon delivery. Visible damage, shortages, or incorrect items must be noted on the delivery receipt and reported to Polar Pods within 48 hours.
Photographs of the packaging and equipment may be required to process a freight damage claim. Customers should retain the original packaging until the claim has been resolved.
6. Defective Equipment and Warranty Claims
Equipment that is defective or fails during the manufacturer’s warranty period is not normally handled as a standard return. It may instead be repaired, replaced, or serviced according to the applicable manufacturer’s warranty.
Customers must follow the manufacturer’s warranty procedures and may be required to provide:
- Model and serial numbers
- Proof of purchase
- Installation information
- Service reports
- Photos or videos of the issue
Improper installation, incorrect electrical service, inadequate ventilation, misuse, unauthorized modifications, lack of maintenance, or failure to follow the manufacturer’s instructions may void the warranty.
7. Refrigerant and Installation Requirements
Refrigeration equipment must be installed, evacuated, charged, commissioned, and serviced by a qualified refrigeration professional. **[Company Name]** is not responsible for failures caused by improper installation, refrigerant leaks, incorrect refrigerant charge, inadequate electrical supply, or incompatible system components.
Installation labor, startup, field modifications, refrigerant recovery, and service charges are not refundable unless expressly agreed to in writing.
8. Return Authorization and Inspection
After a return request is approved, Polar Pods will issue a Return Merchandise Authorization (RMA) number and provide shipping instructions. The RMA number must be clearly marked on the outside of the package.
Unauthorized returns may be refused or shipped back at the customer’s expense.
All returned products are subject to inspection. A refund will be issued only after the product has been received and approved. The inspection process may take **[5–10 business days]**.
9. Refunds
Approved refunds will be issued to the original payment method within **[10] business days** after inspection, less any applicable restocking fees, repair charges, missing-item charges, or non-refundable shipping costs.
If the returned equipment is damaged, incomplete, used, or otherwise not in resalable condition, Polar Pods may reduce the refund or deny the return.
10. Exchanges
Exchanges are subject to product availability and approval. Any price difference, shipping charge, restocking fee, or special-order charge will be the customer’s responsibility.
11. Policy Changes
Polar Pods reserves the right to modify this Return Policy at any time. The policy in effect on the date of purchase will generally apply to that order.
For return assistance, contact:
Polar Pods
Order@Polar-Pods.com
