Refund & Cancellation Policy
Last Updated: October 4, 2025
Effective Date: September 17, 2025
At Holbrook Operations & Logistics LLC (“HOL”), we value our clients and take pride in delivering reliable, efficient, and results-driven logistics and consulting solutions. We are committed to transparency, fairness, and client satisfaction while maintaining the integrity of our business processes.
This Refund & Cancellation Policy outlines the conditions under which clients may request a refund, the timelines involved, and the procedures we follow to ensure equitable outcomes for both parties.
1. Scope of Policy
This policy applies to all consulting, logistics coordination, operational management, subscription, and retainer-based services provided by Holbrook Operations & Logistics LLC.
All clients are required to review and acknowledge this policy prior to signing an agreement or submitting payment. By engaging our services, you agree to the terms herein.
2. Eligibility for Refunds
Refund eligibility depends on the nature of the service, stage of completion, and specific contract terms agreed upon.
Refunds may be approved under the following conditions:
Services have not yet commenced and no project resources have been allocated.
A duplicate payment was made in error.
HOL was unable to fulfill the service due to unforeseen internal limitations or errors.
A clear and documented service discrepancy exists that cannot be remedied within a reasonable time frame.
Refunds will not be granted for:
Completed work, rendered services, or delivered consulting sessions.
Client cancellations after services have begun.
Delays or outcomes resulting from incomplete client communication, withheld information, or failure to provide required documentation.
Retainer or subscription services for billing cycles already initiated.
3. Cancellations and Rescheduling
We understand that circumstances may change. Clients may cancel or reschedule by submitting a written notice to accounts@holbrookoperations.com with at least five (5) business days’ notice before the project start date or renewal period.
Cancellations made within the five-day window may incur administrative fees (typically up to 25% of the total service cost) to cover preparation, staffing, and coordination efforts.
Retainer or subscription-based services can be canceled for future billing periods only. Active billing cycles are non-refundable once processing has begun.
4. Refund Request Procedure
To maintain fairness and compliance, all refund requests must be made in writing and submitted to accounts@holbrookoperations.com.
Requests must include:
Client’s full name and/or business entity name
Contract or invoice number
Date of payment
Detailed explanation for the refund request
Supporting documentation (if applicable)
Once received:
A written acknowledgment will be sent within three (3) business days.
The request will be thoroughly reviewed by our Billing & Compliance Department within ten (10) business days.
If approved, the refund will be processed within five (5) to ten (10) business days after approval, returned to the original payment method.
5. Dispute Resolution
In the event of a disagreement, HOL prioritizes direct communication and good-faith resolution before escalation.
If a client is dissatisfied with a decision, they may request a secondary review by emailing compliance@holbrookoperations.com within seven (7) business days of the original determination.
HOL will reassess the case to ensure fairness and compliance with this policy, applicable contracts, and relevant laws.
6. Exceptions and Legal Requirements
Refunds will be issued promptly when required by state or federal law, including but not limited to:
Duplicate or erroneous charges confirmed by our payment processor.
Services not rendered due to HOL’s inability to perform.
Legal obligations arising from consumer protection statutes.
All refund approvals are documented and retained internally for a minimum of two (2) years to ensure accountability and audit compliance.
7.Force Majeure
HOL shall not be held liable for service delays or cancellations resulting from events beyond our reasonable control, including natural disasters, government restrictions, or unforeseen operational disruptions. In such cases, HOL will make all reasonable efforts to reschedule or issue a partial credit when appropriate.
8. Contact Information
For all refund or cancellation inquiries, please contact:
Billing Department: accounts@holbrookoperations.com
Our business hours are Monday through Friday, 9:00 AM to 4:00 PM (EST).
9. Policy Updates
HOL reserves the right to amend this policy periodically to remain in compliance with BBB standards, consumer protection laws, and evolving industry practices. Updates will be posted to our website and will take effect immediately upon publication.