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

At CAP HVAC we take pride in the quality of the aftermarket parts we supply, and we want every customer to be satisfied with their purchase. There are two paths through which a part may be returned to us: a return of an unused part within sixty (60) days of delivery, described in Section 1, and a warranty claim for a manufacturing defect, described in Section 2. In both cases a Return Merchandise Authorization (“RMA”) number is required before any part is sent back to us, and our sales team is glad to walk you through the process.

1.1 Returns of Unused Parts

If you find that you no longer need a part you have purchased, or that you ordered the wrong part, you may request a return within sixty (60) days of the delivery date. To be eligible, the part must be in new, unused, and uninstalled condition, in its original packaging with all labels, tags, hardware, and accessories intact, and free of any markings, paint, oil, or refrigerant residue indicating that it has been fitted to or run in a compressor. Custom-machined, made-to-order, and special-order parts are sourced or built to your specifications and cannot be returned once production or sourcing has begun.

1.2 Restocking Fee

A restocking fee of twenty percent (20%) of the part’s purchase price applies to all returns of unused parts under Section 1.1. The restocking fee reflects the administrative and inventory costs of receiving, inspecting, repackaging, and returning the part to stock, and it helps us keep pricing fair for customers who order carefully the first time. The restocking fee does not apply to warranty returns under Section 2, or to returns arising from a CAP HVAC error such as shipping the wrong part.

1.3 How to Request a Return

To start a return, please contact our sales team at sales@caphvac.com or +1-855-612-3405 with your order or invoice number, the part number(s) and quantity you would like to return, and the reason for the return. If your request is approved we will issue an RMA number and shipping instructions. Parts returned without a valid 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.

1.4 Return Shipping and Refunds

Unless the return is due to a CAP HVAC error, you are responsible for return shipping costs. We recommend a trackable, insured shipping method, since we cannot accept responsibility for returns lost or damaged in transit. Once a returned part is received and inspected, and provided it meets the conditions above, we will issue a refund to your original payment method for the purchase price of the part, less the 20% restocking fee and any non-refundable outbound shipping charges. Refunds are typically processed within ten (10) business days of receipt, although the time it takes to appear on your statement depends on your card issuer or bank. Parts returned in installed, contaminated, or damaged condition are not eligible for refund and will be returned to you at your expense.

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 Shipping Damage and Shortages

Damage in transit and short or incorrect shipments are not manufacturing defects, but they are handled through a similar process. Inspect each shipment immediately upon arrival. If a shipment arrives with visible damage, shortage, or evidence of tampering, refuse delivery if possible and contact us right away. Whether or not delivery is refused, you must report any damage, shortage, or incorrect item to us within five (5) business days of delivery, with photographs of the packaging and the affected parts. Claims reported after this window may not be eligible for replacement, refund, or carrier reimbursement. Retain the original packaging and damaged materials until any claim is resolved.

2.7 Scope of the Warranty Remedy

The remedy described above — a replacement part or refund of the purchase price, at your option — is the full extent of CAP HVAC’s obligation under this limited warranty. The warranty covers the part itself and does not extend to labor for removal or installation, refrigerant, oil, filter-driers, or other consumables needed to recommission the system, freight charges (except as provided in Section 2.5), or any indirect, incidental, special, consequential, or punitive damages of any kind, regardless of whether such damages were foreseeable. Some jurisdictions do not allow the exclusion or limitation of incidental or consequential damages, so portions of this limitation may not apply to you.

2.8 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