Refrigerant Return Policy

Refrigerant Return Policy

Refrigerant cylinders are DOT-regulated hazmat and subject to EPA Clean Air Act handling requirements. Our return process reflects those rules. Please read this policy in full before initiating a return.

Sealed, Unopened Cylinders

Sealed cylinders are returnable within 30 days of delivery if:

  • The factory DOT seal is intact and unbroken
  • The valve, valve cap, and cylinder body show no signs of use, scuffing, or field handling
  • Original labeling, batch stamps, and safety collars are present and legible

The buyer is responsible for return hazmat freight, which typically runs $65–$90 per cylinder depending on ZIP code and carrier. PES issues a refund for the product price minus the original $45 outbound hazmat handling fee once the cylinder passes intake inspection at our Louisville, KY facility.

Opened or Partially Used Cylinders

Opened cylinders are non-returnable. Federal law prohibits the transfer of used refrigerant except through certified reclamation channels. If you have opened cylinders you no longer need, contact PES and we will refer you to a certified reclaimer such as National Refrigerants or Hudson Technologies, both of which purchase used refrigerant at market recovery rates.

Defective Cylinders

If a cylinder arrives with a compromised seal, damaged valve, evidence of contamination, or any indication of tampering, contact PES at (888) 876-0007 within 48 hours of delivery. Do not attempt to use, transfer, or repackage the cylinder. PES will:

  • Arrange hazmat pickup at no charge to you
  • Ship a replacement cylinder on our next hazmat outbound
  • File the incident report with the carrier and, where applicable, the manufacturer

EPA Compliance

All returns are logged in PES's certification-tracking system alongside the original EPA Section 608 or 609 credentials captured at purchase. Return volumes, cylinder serial numbers, and disposition are reported per Clean Air Act recordkeeping requirements. This log is available for EPA audit on request.

How to Initiate a Return

Call (888) 876-0007 or email returns@portlandiaelectric.supply with:

  • Your PES order number
  • Photos of the cylinder, including the DOT seal, valve, and any damage
  • The reason for return

You will receive an RMA number and hazmat-compliant return shipping instructions within one business day. Do not ship a refrigerant cylinder without an RMA — carriers will refuse it and the cylinder may be seized.

Questions

Our compliance desk is available Monday through Friday, 7am–5pm Pacific, at (888) 876-0007.