This page covers wholesale orders — containers and pallet shipments. If you bought a single bike or a small order through our online shop, the retail return and refund policy applies instead: see the frequently asked questions.
Wholesale claims are not “returns” in the retail sense — the goods are usually already on your market. What matters is that shortages, transit damage and specification deviations are identified early, documented properly, and settled with a written remedy.
Check the container when it arrives
- Compare cartons against the packing list before the container is unloaded, and photograph the load as you open it.
- Inspect for transit damage — crushed or wet cartons, damage to frames and forks, bent wheels — and photograph anything affected in place.
- Open a sample of cartons and check models, sizes, colours and specification against your confirmed order.
- Keep the cartons and packaging of any affected units until the claim is settled; carriers and insurers usually require them.
What to report, and when
Report shortages, transit damage, wrong model or quantity, or a specification deviation within 7 days of receiving the container, and before the affected units are sold or used. Claims raised after the goods have been in your warehouse for weeks are much harder to trace to a specific batch — and impossible to attribute to the carrier.
What we need from you
| Item | Why |
|---|---|
| Purchase order or proforma reference | Identifies the batch and its inspection records |
| Photos of the issue | Shows the defect, damage or packaging condition |
| Carton IDs and packing-list line references | Lets us match the units to what we shipped |
| Quantity affected, by model and size | Decides whether the remedy is parts, units or a credit |
| Whether cartons were damaged in transit, and by whom | Determines whether the freight insurer is part of the claim |
How we resolve it
| Issue | Typical resolution |
|---|---|
| Short shipment (units missing against the packing list) | Units shipped free with your next container, or a credit note — your choice |
| Parts missing from a mixed container | Parts shipped with the next container, or by courier if they are holding up sales |
| Transit damage | We support the claim with our shipping evidence and loading photos; the remedy depends on the freight and insurance terms used |
| Wrong model, size or colour shipped against the confirmed order | Replacement shipped at our cost, and we arrange or credit the return of the incorrect goods where it is practical to do so |
| Specification or finish deviation from the approved sample | Assessed against the approved sample and the tolerance sheet; remedy agreed in writing — replacement parts, replacement units or a credit against the balance or the next order |
| Damage discovered after the goods have been in your warehouse | Handled case by case; normally settled with spare parts at cost rather than as a free replacement |
What falls outside this policy
- Customs delays, duties, taxes and port charges in your market.
- Damage caused after delivery to your warehouse, or by your own handling and storage.
- Wear and tear on consumables after the goods are in service — covered instead by the spare-parts programme.
- Orders where the model, size or colour specification was agreed orally rather than in the written order confirmation.
That last point is the one that creates most disputes in this trade. If a detail matters to you — a colour reference, an exact component model, a tolerance — put it in the order confirmation or the tolerance sheet and we will build against it.
Prevention is cheaper than a claim
Every container we ship leaves with a pre-shipment inspection report: photographs, carton count and a detailed packing list. Checking that report against the goods as they arrive is the fastest way to catch a problem while it is still repairable — and it is why the report exists. See how we inspect an order.
How this page was written. Meihanda has operated its own bicycle factory in Foshan, Guangdong Province, China since 2014 (ISO 9001:2015). The terms described here are our standard wholesale terms; the exact figures — MOQ, warranty periods, lead times and spare-parts allowance — are confirmed per model and per order in your quotation and order confirmation. Where a destination market imposes additional requirements, we confirm them with you before production. Last reviewed: October 2026.
The timeline that keeps a claim viable
| When | What to do |
|---|---|
| Before the container is unloaded | Photograph the load and note any carton damage against the carrier’s delivery document |
| While unloading | Count cartons against the packing list line by line; separate any damaged cartons |
| Within 7 days of receipt | Open a sample of cartons, verify models, sizes, colours and specification, and report shortages or damage to us |
| Before the goods are sold or used | Keep affected units and their packaging intact until the claim is settled — carriers and insurers require them |
Photographs that decide a claim
- The carton in place, showing its ID and the damage, before it is opened further.
- The packing list line that the carton should match.
- The unit or part as found — not after it has been disassembled or repaired.
- A close-up of the defect, and a second frame showing its position on the bike.
Claims supported by this set are settled with a written remedy quickly. Claims that arrive as “some of them are damaged” without photographs and carton references take far longer, because there is nothing to trace back to a batch.
What is not a claim — and why saying so protects both sides
- Customs delays, duties, taxes and port charges. These are destination-market costs, not a defect, and they are handled by your broker and by the terms of the sale.
- Damage after delivery to your warehouse. Once the goods are in your building, handling and storage are outside our control; these are normally settled with spare parts at cost rather than as a free replacement.
- Normal wear after the goods enter service. Consumables are covered by the spare-parts programme, which is a cheaper route than a claim for everyone involved.
- Specification agreed verbally. If a colour reference, a component model or a tolerance was agreed in conversation and never written into the order confirmation, there is nothing to measure against.
Being explicit about this is not a way of avoiding responsibility — it is the reason the claims that are genuine get settled quickly. A claim that can be traced to a batch, a carton and a photograph does not need a negotiation.
