Published policy

Refund and Cancellation Policy (v2.3)

Comprehensive rules governing transaction cancellations, physical return eligibility, deposit deductions, credit note creation, and approved refund payout workflows.

Slug: refund-cancellationEffective: 2026-08-20Published: 8/20/2026Statutory & Rulebook Codified

Refund and Cancellation Policy

Subidha Furniture maintains fair, auditable, and transparent standards for order cancellations, returns, and refunds across all business plans.

1. Unified Cancellation Governance

**Append-Only Accounting**: In accordance with core financial invariants, cancellation does not erase transactional history. System-generated credit notes, return movements, and reversal journals record every cancellation event.
**Pre-Dispatch vs Post-Delivery**:

Pre-dispatch cancellations are processed with zero or nominal handling charges.
Post-delivery cancellations require physical condition inspection and are subject to transport and restocking adjustments.

2. Plan-Specific Cancellation Rules

A. Direct Sale Purchases

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**Pre-Invoicing**: Full refund/credit of any advance payment.
**Post-Invoice Prior to Dispatch**: Invoice cancelled via Credit Note. Full payment refunded via original mode within 5 to 7 business days.
**Post-Delivery**: Return accepted only within 3 days for verifiable manufacturing defects. Product must be unused and in original packaging.

B. Lucky Plan Advance EMI Subscriptions

**Prior to Batch Draw Lock**: If a customer requests cancellation while the batch is in `OPEN` status, the subscription is marked `CANCELLED`.

The assigned Lucky ID is returned to `AVAILABLE` status.
Paid EMIs are credited to customer balance or refunded per contract cancellation clauses.

**After Batch Draw Lock**: Once the batch transitions to `LOCKED`, `DRAW_COMMITTED`, or `DRAW_COMPLETED`:

The Lucky ID link is permanently frozen to preserve legal draw auditability.
The subscription may be cancelled, but the Lucky ID cannot be reassigned.

**Zero Cash Refund for Lucky Draw Winners**:

Winning a draw waives remaining future EMI obligations 100%.
**No cash refund** is ever provided for EMIs or advance down payments settled prior to the winning draw.

C. Rent and Lease Contracts

**Cancellation Prior to Handover**: Security deposit and advance rent refunded in full minus nominal documentation charges.
**Early Termination During Tenure**: Customer must provide fifteen (15) days written notice. Monthly rent is prorated to the handover date.
**Deposit Refund**: Security deposit is refunded post-inspection, subject to deduction of outstanding rent dues, repair costs, and missing components.

3. Physical Inspection & Condition Grading

Returned furniture is subjected to technical inspection and classified into four grades:

**Grade A (Pristine / Normal Wear)**: No functional or cosmetic damage. 100% eligible refund/deposit release.
**Grade B (Minor Blemishes / Cleaning Required)**: Superficial scuffs or dust requiring showroom polishing. Nominal cleaning fee deducted.
**Grade C (Repairable Physical Damage)**: Scratched laminates, broken handles, or soiled fabric. Documented repair cost deducted from refund/deposit.
**Grade D (Structural Failure / Unrepairable / Missing Parts)**: Broken frames or missing major sections. Assessed at full replacement cost against customer deposit or outstanding credit.

4. Refund Payout Workflow

**No Cash-at-Counter Refunds**: To maintain cash desk audit integrity, refunds are never disbursed as unrecorded cash.
**Three-Stage Audit Workflow**:

**Stage 1 (Draft Request)**: Initiated by service desk with attached inspection report and Credit Note.
**Stage 2 (Managerial Approval)**: Reviewed and authorized by administrative proprietor.
**Stage 3 (Payout Execution)**: Remitted via original payment channel (Bank Transfer or UPI) within seven (7) banking days.

**Customer Credit Option**: Customers may opt to retain funds as Customer Credit in their customer account for future furniture purchases or installments.

Legal usage note

Published policy text is for customer clarity, operational governance, and statutory compliance.
Contracts, tax invoices, receipts, and audited delivery records remain the canonical transaction source.
For contract-specific clarifications, contact the Subidha Furniture showroom administration.