Core Return Instructions
Returning Your Core to National Engine Depot
Thank you for choosing National Engine Depot. If your purchase included a refundable core charge, follow these instructions carefully to arrange collection and protect your eligibility for core credit.
A core credit is not issued automatically. The returned core must be received, inspected and accepted in accordance with the applicable product terms and our Core Return Policy.
Important Core-Return Deadlines
Unless different terms were disclosed on your product page, quotation, invoice or order confirmation:
Your core-return pickup request must be submitted within 15 calendar days after delivery of the replacement product.
The returned core must be received and accepted within six months after the original delivery date to remain eligible for credit.
Product-specific core-return terms will apply when they differ from these general instructions.
Failure to request pickup or return the core within the applicable period may result in loss of the core credit or assessment of the disclosed core non-return charge.
How the Core-Return Process Works
1. Confirm That Your Purchase Included a Core Charge
Review your product page, quotation, invoice or order confirmation to confirm:
Whether a core charge was included
The amount of the potential core credit
The applicable return deadline
Any product-specific eligibility requirements
Whether prepaid domestic return freight is included
Not every product requires or qualifies for a core return.
2. Submit the Core-Return Request
Complete the Core Return Form or contact our Core Return Team within the applicable request period.
Please provide:
Customer’s full name
Order or invoice number
Telephone number
Email address
Product purchased
Core being returned
Pickup address
Whether the pickup location is residential or commercial
Available loading equipment
Whether liftgate service is required
Preferred pickup date
Photographs of the core and packaging
Providing complete and accurate information helps prevent carrier delays and additional charges.
3. Receive Your Return Authorization and Bill of Lading
After reviewing your request, National Engine Depot will provide return instructions and, when included under the applicable domestic core-return terms, a prepaid Bill of Lading.
The Bill of Lading is issued specifically for the authorized core and pickup.
You must:
Review the Bill of Lading for accuracy.
Print the required copies before pickup.
Attach or provide the paperwork as instructed.
Present a copy to the freight driver.
Retain a driver-signed copy as proof of collection.
Do not alter, handwrite, reuse or substitute an old Bill of Lading. If the paperwork is missing or incorrect, contact National Engine Depot before releasing the shipment.
A shipment given to a carrier without the authorized National Engine Depot Bill of Lading may be shipped at the customer’s expense and may not be properly linked to the customer’s core-return request.
Preparing the Core for Return
The core must be completely prepared before the carrier arrives.
Drain All Fluids
Remove all oil, coolant, fuel, transmission fluid and other liquids before packaging.
The core must not leak or contain free-flowing hazardous material. Securely cap or plug open fluid ports where practical.
Customers are responsible for handling and disposing of fluids in accordance with applicable environmental and safety requirements.
Keep the Core Complete
To qualify for full core credit, the returned core should be substantially complete and include the major components supplied with or required for the applicable core program.
Do not remove, exchange or substitute major components before returning the core.
Missing, substituted or damaged components may reduce the available credit or result in rejection.
Confirm That the Core Is Rebuildable
The core must be reasonably capable of being rebuilt.
Full credit may be denied or reduced when the core has:
Major missing components
Non-repairable cracks
Holes in the block, case or housing
Severe fire, collision or water damage
Unauthorized modifications
Damage caused during removal or return preparation
A different casting, model or configuration from the required core
Acceptance is determined after inspection.
Use Suitable Packaging
Whenever possible, return the core in the original crate, tote, pallet or shipping container used for the replacement product.
The core must be:
Properly positioned on the pallet or inside the approved container
Secured with suitable straps or fasteners
Protected against movement during transportation
Covered or enclosed where required
Free from loose parts
Accessible for safe freight handling
The customer is responsible for preparing the shipment safely. Damage caused by inadequate return packaging may affect core-credit eligibility.
Scheduling the Freight Pickup
National Engine Depot will schedule pickup after:
The return request has been approved;
The pickup information has been confirmed;
The authorized Bill of Lading has been issued; and
The customer confirms that the core is packaged and ready.
Freight pickup dates and times are estimates. Carrier scheduling, remote locations, residential access and liftgate requirements may affect collection times.
The carrier may attempt collection within approximately two business days of the scheduled pickup date. If no collection attempt occurs within that period, contact National Engine Depot so the pickup can be investigated or rescheduled.
Pickup-Location Requirements
Before scheduling pickup, tell us about any location conditions that may affect the carrier, including:
Residential property
Limited-access facility
Narrow road or restricted entrance
Gated property
Appointment requirements
Limited business hours
Lack of loading dock or forklift
Liftgate requirement
Construction site or remote location
Failure to disclose special pickup requirements may result in delay or additional carrier charges.
Failed Pickup Attempts
The core must be packaged, documented and available when the carrier arrives.
If the carrier attempts pickup and:
The core is not ready;
The required Bill of Lading is unavailable;
No authorized person is present;
The shipment cannot be safely loaded; or
Undisclosed access restrictions prevent collection,
the carrier’s actual failed-pickup, redelivery or special-service charges may be passed to the customer, up to $300 per failed attempt.
Contact National Engine Depot before the scheduled pickup if additional time or assistance is required.
Proof of Pickup
Obtain and retain a copy of the Bill of Lading signed or stamped by the freight driver.
The signed Bill of Lading is your primary proof that the carrier collected the core. Keep it until:
The core has been delivered;
Inspection has been completed; and
The applicable core credit has been issued.
If the core is not received and proof of pickup cannot be provided, National Engine Depot may be unable to issue the core credit.
Core Inspection and Credit
Core credit is subject to inspection after the returned unit reaches the designated facility.
The inspection may verify:
Product identity
Casting or serial information
Completeness
Rebuildable condition
Missing or substituted components
Cracks, holes or major physical damage
Packaging and transit condition
Compliance with the applicable core program
If the core is accepted, the approved credit will normally be issued within 5–10 business days after inspection and acceptance.
The credit will be applied to the original payment method, invoice balance or account as provided in the applicable order terms.
If the credit is reduced or denied, National Engine Depot will notify the customer and explain the reason.
Domestic Return Freight
When prepaid domestic core-return freight was included with the original purchase, National Engine Depot will provide the authorized Bill of Lading and coordinate pickup from an eligible location within the contiguous United States.
Prepaid freight does not include charges caused by:
Failed pickup attempts
Incorrect pickup information
Storage
Redelivery
Undisclosed limited access
Unrequested special carrier services
Packaging or loading assistance
Shipment without the authorized Bill of Lading
Any applicable additional charges will be disclosed when known.
International Core Returns
Prepaid domestic core-return freight does not apply to international core returns unless expressly agreed in writing.
International customers are responsible for:
Return freight
Export and import documentation
Customs clearance
Duties and taxes
Brokerage charges
Insurance
Compliance with carrier and destination requirements
International customers must obtain written authorization and routing instructions before shipping a core.
Need Assistance?
If you have questions about eligibility, packaging, paperwork, pickup or core-credit status, contact our Core Return Team:
National Engine Depot
Telephone: +1 (917) 979-6844
Email: sales@nationalenginedepot.com
Business hours:
Monday–Saturday
8:30 AM–5:30 PM
For complete eligibility, inspection, freight and credit terms, please review our Core Return Policy.
