Write the ordinary part price and any refundable core amount as separate figures. State which old component qualifies for exchange, who inspects it, the return deadline, and how the buyer will learn whether the agreed condition has been met.
Explain who arranges transport of the core and whether that cost affects the refund. Give a receipt for each amount collected and record the old part's condition at handover. Avoid describing a conditional deposit as a discount or hiding it inside the product price.
Agree these terms before the buyer sends the old component. Keep the inspection and settlement record with the transaction, and contact the buyer if a decision takes longer than expected. If the terms differ by part, write them separately rather than using one vague exchange rule. Set an inspection period and explain how a condition dispute is handled.
