Return and Warranty Policy

Effective Date: 05/26/26  |  Last Updated: 05/26/26

This Return and Warranty Policy explains the terms under which CAP HVAC (“we,” “us,” or “our”) accepts returns and provides limited warranty coverage against manufacturing defects for aftermarket replacement parts purchased through the website located at caphvac.com (the “Site”) or directly from our sales team. This policy is part of, and is incorporated by reference into, our Terms and Conditions.

By placing an order with CAP HVAC, you agree to the terms set out below. Please review them carefully before installing any part.

1. Returns of Unused Parts

1.1 Return Window

You may request a return of an unused, uninstalled, and unaltered part within sixty (60) days of the delivery date. Requests received after the sixty-day window will not be accepted.

1.2 Conditions for Return

To be eligible for return, a part must be:

• In new, unused, and uninstalled condition, with no signs of installation, mounting, machining, modification, contamination, scoring, or damage.
• In its original packaging, with all labels, tags, manuals, hardware, seals, and accessories intact.
• Free of any markings, paint, oil, or refrigerant residue indicating that it has been fitted to or run in a compressor.
• Accompanied by the original invoice or order number and a valid Return Merchandise Authorization (“RMA”) number issued by CAP HVAC.

1.3 Items That Cannot Be Returned

The following are not eligible for return:

• Parts that have been installed, used, machined, or modified in any way.
• Parts with visible signs of contamination, oil, refrigerant, scoring, heat marks, or installation.
• Custom-machined, made-to-order, special-order, or non-stock parts manufactured or sourced specifically for your order.
• Gaskets, seals, O-rings, and similar consumables once the original packaging has been opened.
• Electrical components such as heaters, sensors, and unloader coils once the original packaging has been opened, except in the case of a verified defect under the limited warranty.
• Parts purchased through a clearance, closeout, or final-sale promotion, where designated as non-returnable at the time of purchase.
• Parts received more than sixty (60) days before the return request.

1.4 How to Request a Return

To start a return, contact us at sales@caphvac.com or +1-855-612-3405 and provide your order or invoice number, the part number(s) you wish to return, the quantity, and the reason for the return. If your request is approved, we will issue an RMA number and shipping instructions. Returns shipped without an RMA number, or sent to an address other than the one specified in the RMA, may be refused or returned to you at your expense.

1.5 Shipping Returns

Unless the return is due to our error (such as a wrong or defective part shipped) or a verified warranty claim, you are responsible for return shipping costs. We recommend using a trackable, insured shipping method, as we cannot accept responsibility for returns lost or damaged in transit. Pack the part securely in its original packaging to prevent damage.

1.6 Restocking Fees

CAP HVAC does not charge a restocking fee on eligible returns. The full price you paid for the returned part will be refunded once the return is processed, subject to inspection (see below).

1.7 Inspection and Refunds

All returned parts are inspected upon receipt. If the part meets the conditions of this policy, we will issue a refund to your original payment method, less any non-refundable charges such as outbound shipping. Refunds are typically processed within ten (10) business days of receipt, although the time it takes for the refund to appear on your statement depends on your card issuer or bank.

If a returned part does not meet the conditions of this policy – for example, it shows signs of installation or arrives damaged due to inadequate packaging – we will notify you. At your option, the part can be returned to you at your expense, or we may apply a reduced refund reflecting the diminished condition of the part. Parts that have been installed, contaminated, or damaged are not eligible for any refund and will be returned at your expense.

1.8 Order Cancellations

Orders may be canceled at no charge before they are shipped, provided the request reaches us in time to stop the shipment. Once an order has shipped, the cancellation request will be handled as a return under this policy. Custom-machined, made-to-order, and special-order parts cannot be canceled once production or sourcing has begun.

1.9 Shipping Damage and Shortages

If a shipment arrives with visible damage, shortage, or evidence of tampering, refuse delivery if possible and contact us immediately. Whether or not delivery is refused, you must report any damage, shortage, or incorrect items to us within five (5) business days of delivery, with photographs of the damaged packaging and parts. Claims reported after this window may not be eligible for replacement or refund.

2. Limited Warranty

2.1 Warranty Coverage

CAP HVAC warrants to the original purchaser that each part sold will be free from manufacturing defects for a period of six (6) months from the date the part is received by the customer (the “Warranty Period”). A “manufacturing defect” means a flaw in the materials or workmanship of the part as supplied by CAP HVAC that causes the part to fail to perform in accordance with its published specifications when properly stored, installed, operated, and maintained. This limited warranty does not cover any other type of failure, damage, or unsuitability for a particular application. It applies only to the original purchaser and is not transferable to subsequent owners of the part or the equipment in which the part is installed.

2.2 Warranty Remedy

If a part is found to have a manufacturing defect within the Warranty Period and the claim is approved, CAP HVAC will, at your option, either (a) provide a replacement part of the same or equivalent specification, or (b) issue a refund of the purchase price you paid for the part. The choice of remedy is yours, subject to availability of the replacement part. THIS IS YOUR SOLE AND EXCLUSIVE REMEDY FOR ANY MANUFACTURING DEFECT, AND IT IS PROVIDED IN LIEU OF ALL OTHER REMEDIES AT LAW OR IN EQUITY.

Replacement parts provided under this warranty are covered for the remainder of the original Warranty Period or thirty (30) days from the date of receipt of the replacement, whichever is longer. The warranty is not extended or restarted by replacement.

2.3 What Is Not Covered

This limited warranty covers only manufacturing defects in the part as supplied by CAP HVAC. Without limiting the foregoing, this warranty does not cover failures or damage caused by, arising from, or contributed to by any of the following, all of which are excluded from coverage:

• Improper installation, including failure to follow OEM service procedures, manufacturer instructions, or accepted industry practice.
• Use of the part outside of its rated specifications, operating range, or intended application.
• Contamination of the system, including the presence of moisture, acid, particulate, or incompatible refrigerants or oils.
• Failure to properly flush, clean, evacuate, or charge the system following installation.
• Damage caused by other defective, worn, or improperly matched components in the system, including those not supplied by CAP HVAC.
• Inadequate lubrication, lubricant breakdown, or use of incorrect lubricants.
• Electrical surges, voltage irregularities, improper wiring, missing or defective protective devices, or lack of overload protection.
• Liquid slugging, flooded starts, loss of refrigerant charge, or operation of the compressor with insufficient suction.
• Modification, repair, or alteration of the part by anyone other than CAP HVAC.
• Normal wear and tear, cosmetic damage, corrosion, or rust.
• Accident, abuse, misuse, neglect, vandalism, fire, flood, lightning, or other casualty.
• Acts of God or any other events outside our reasonable control.

2.4 Installation by Qualified Technicians

Warranty coverage requires that the part be installed and serviced by a qualified, properly trained refrigeration or HVAC technician, in accordance with the OEM’s service procedures for the equipment in which the part is installed and all applicable codes and safety standards. Self-installation by untrained persons voids this warranty.

2.5 How to Submit a Warranty Claim

To submit a warranty claim, contact us within the Warranty Period at sales@caphvac.com or +1-855-612-3405 with the following:

• Your name, company, contact information, and original invoice or order number.
• The part number, quantity, and date the part was received.
• The make, model, and serial number of the compressor or equipment in which the part was installed.
• The installation date, technician name or company, and operating hours, if available.
• A clear description of the symptoms or failure, the conditions under which it occurred, any troubleshooting performed, and the reasons you believe the failure is due to a manufacturing defect.
• Photographs and, where available, video of the failed part.

If the initial review supports a potential warranty claim, we will issue a Return Merchandise Authorization (“RMA”) and shipping instructions. You must ship the failed part to us, prepaid, within thirty (30) days of the RMA issuance, packaged to prevent further damage and accompanied by all required documentation. If our inspection confirms a manufacturing defect covered by this warranty, we will reimburse reasonable inbound freight charges and provide your chosen remedy (replacement or refund). If our inspection does not confirm a covered manufacturing defect, the part will be returned at your expense or scrapped at your direction, and no remedy will be provided.

2.6 Exclusions of Other Damages

This limited warranty covers only the cost of the defectively manufactured part itself. Cap hvac will not be liable, under this warranty or otherwise, for any of the following, even if caused by a manufacturing defect in the part:

• Labor charges for removal, installation, reinstallation, or troubleshooting.
• Refrigerant, oil, filter-driers, or other consumables required to recharge or recommission the system.
• Freight or travel charges, except as expressly provided in Section 2.5.
• Damage to other components, the compressor, the system, the building, or any other property.
• Equipment downtime, loss of refrigeration capacity, spoilage of stored goods, lost profits, lost revenue, lost business opportunity, or any other commercial or economic loss.
• Any indirect, incidental, special, consequential, exemplary, or punitive damages of any kind.

Some jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, so the above limitation may not apply to you in part.

2.7 Disclaimer of Other Warranties

The limited warranty set forth in this policy is the only warranty provided by cap hvac and is given in lieu of all other warranties, express or implied. To the fullest extent permitted by law, cap hvac disclaims all implied warranties, including warranties of merchantability, fitness for a particular purpose, and non-infringement. Any implied warranty that cannot be disclaimed under applicable law is limited in duration to the six-month warranty period.

3. Contact Us

To request a return, submit a warranty claim, or ask a question about this policy, please contact:

CAP HVAC

12901 Elmwood Ave
Cleveland, OH 44111, United States
Phone: +1-855-612-3405
Product inquiries: info@caphvac.com
Sales inquiries: sales@caphvac.com