HDM Exim supplies bulk agricultural commodities under contract. This policy explains how claims and refunds are handled.
Sample approval
Every first order is preceded by a representative sample dispatched for your approval. Production begins only once that sample has been approved in writing, which establishes the reference specification for the shipment.
Claims for non-conformity
If a shipment does not conform to the approved sample specification, notify us in writing within 15 days of the goods arriving at the destination port, with supporting photographs and, where relevant, an independent laboratory report.
Resolution
Verified non-conformity claims are resolved at our discretion by replacement of the affected quantity in the next shipment, a proportionate credit note, or a refund of the value of the affected quantity.
Exclusions
We cannot accept claims arising from improper storage after delivery, damage during buyer-arranged transport, or natural variation within the agreed tolerance range.
Cancellations
Orders cancelled before production begins are refunded in full less any documented costs already incurred. Orders cancelled after production has begun are subject to recovery of production and material costs.
Last updated 18 August 2026. Questions about this policy? Email info@hdmexim.com.
