Refund & Cancellation Policy

This Refund & Cancellation Policy ("Policy") governs all purchase orders, quotations, work orders and B2B furniture supply contracts entered into with Ezeefit Modular Furniture Private Limited (operating under the brand "Ezeefit Office Systems"). By placing an order, signing a proforma invoice, or paying an advance against any quotation issued by Ezeefit, the buyer ("Client") confirms that they have read, understood and agreed to the terms set out below. This Policy is to be read together with our Terms & Conditions and Privacy Policy.

1. Nature of Our Business (B2B Made-to-Order)

Ezeefit is a modular office furniture manufacturer that builds workstations, chairs, tables, partitions, phone booths, meeting pods, filing systems, locker systems and related office furniture primarily on a made-to-order basis against approved purchase orders, signed shop drawings, fabric or finish selections and project-specific specifications. Once raw materials are procured and production has commenced, the manufactured items are unique to the Client's project and generally cannot be resold to other buyers. This Policy therefore differs from the consumer "easy returns" model applicable to ready-stock retail goods.

2. Order Confirmation & Advance Payment

Orders are deemed confirmed only on receipt of (i) a signed purchase order or signed proforma invoice; (ii) the agreed advance payment (typically 50% of order value, unless varied in writing); and (iii) sign-off on shop drawings, fabric swatches or finish samples (where applicable). The advance payment covers procurement of raw materials, design freeze, factory slot booking and production planning. Estimated delivery timelines start only from the date all three of the above are received.

3. Cancellation by the Client

• Within 48 hours of order confirmation (before production): The Client may cancel the order in writing (email to eos@ezeefitofficesystems.in). Refund is processed after deducting design / consultation / documentation charges and any third-party expenses already incurred (e.g., bought-out items, hardware, special finishes). The balance is refunded within 15 working days to the original bank account.
• After production has commenced: Cancellation is generally not permitted for custom-manufactured items. If the Client still elects to cancel, the advance is non-refundable to the extent that materials have been procured, components have been cut, fabricated, or finished, and factory capacity has been blocked. Any unutilised portion (after adjusting for the above costs) is refunded at Ezeefit's discretion.
• Standard / catalogue stock items: For items supplied from existing stock that have not yet been dispatched, the Client may cancel up to 24 hours before dispatch. A processing fee of up to 5% of order value may apply.
• Change orders (modifications to scope): Quantity, finish, layout or specification changes after drawing sign-off are treated as a change order and may attract additional cost and revised timelines. Cancellation of items already affected by a change order is not permitted.

4. Cancellation by Ezeefit

Ezeefit reserves the right to cancel or hold an order if (a) the agreed advance payment is not received within 7 days of proforma invoice; (b) site readiness, drawings or sample approvals are pending beyond the agreed timeline; (c) the Client breaches material terms of the purchase order; or (d) force majeure events affect our ability to manufacture or deliver. In case of cancellation by Ezeefit for reasons not attributable to the Client, the full advance is refunded to the original account within 15 working days.

5. Damaged, Defective or Short-Supplied Goods

Ezeefit-manufactured products are quality-checked before dispatch. On delivery, the Client (or the Client's authorised representative) must inspect packaging and products at the point of unloading and record any visible transit damage, shortage or wrong-shipment on the delivery challan at the time of receipt. Internal/concealed defects must be reported within 7 calendar days of installation with supporting photographs to eos@ezeefitofficesystems.in.

On verification, Ezeefit will, at its sole discretion, either (i) repair the defective component; (ii) replace the defective component free of cost; or (iii) issue a credit note adjustable against the next invoice. A full monetary refund is generally not offered for defects that can be remedied by repair or replacement under warranty.

6. Warranty vs. Refund

Manufacturing defects within the warranty period are addressed under our standard warranty terms (specified on the relevant purchase order / invoice). Warranty service is a repair / replacement remedy and is separate from a refund. Refunds are limited to the specific cases listed in Sections 3, 4 and 5 above. Wear-and-tear, mishandling, unauthorised modification, relocation by third parties, exposure to liquids or heat, or misuse are not covered.

7. Refund Mechanism & Timelines

• All approved refunds are processed via NEFT / RTGS / bank transfer to the original remitter's account only. Refunds to alternative accounts are not entertained.
• Standard processing time: 15 working days from the date the refund is approved in writing by Ezeefit's finance team.
• GST and other statutory taxes already deposited with the government will be adjusted as per applicable Indian tax law.
• Bank charges, payment gateway fees, foreign-exchange conversion charges and similar third-party fees are non-refundable.
• For partial refunds, the balance order value remains payable as per the agreed payment schedule.

8. Non-Refundable Charges

The following are non-refundable in all cases: (a) design consultation, 3D rendering and shop-drawing charges; (b) site visit, measurement and project management fees; (c) installation labour already deployed; (d) freight, logistics and inter-state transport once dispatched; (e) special imported or made-to-order finishes, fabrics, glass, hardware and electricals procured specifically for the Client's order.

9. How to Request a Cancellation or Refund

All cancellation and refund requests must be made in writing (email only — verbal requests are not accepted) and must include:

• Proforma invoice / purchase order number
• Date of order and date of advance payment
• Specific items being cancelled / returned
• Reason for cancellation or refund
• Photographs (if reporting damage or defect)
• Bank details of the original remitter

Send the request to eos@ezeefitofficesystems.in with the subject line "Refund Request — [PO Number]". Our finance team will acknowledge within 3 working days and provide a final decision within 10 working days.

10. Dispute Resolution

In the event of any dispute relating to a cancellation or refund, the parties shall first attempt to resolve the matter amicably through written communication between authorised representatives. If the dispute remains unresolved for 30 days, it shall be referred to mediation. Any further proceedings shall be subject to the exclusive jurisdiction of the courts at Mumbai, Maharashtra, India. Indian law shall govern the interpretation and enforcement of this Policy.

11. Amendments to this Policy

Ezeefit may update this Policy from time to time to reflect operational, legal or regulatory changes. The version applicable to a given order is the one published on www.ezeefitofficesystems.in/refund-cancellation on the date the purchase order was confirmed.