Terms & Conditions
Last updated: December 2, 2025
These Terms & Conditions govern purchases of Schafer hardwood flooring made on schaferfloors.com or through our sales team.
1. Acceptance of Terms
By accepting the provided quote and making the required down payment, you agree that these Terms & Conditions apply to your purchase. The full legal terms appear below exactly as provided by Schafer Hardwood Flooring.
2. Pricing & Promotions
Pricing is subject to change at any time for all orders.
If a pricing error occurs, Seller reserves the right to adjust the order after the fact. If a pricing error does happen and Seller alters the price, the customer will have the option to cancel the order for a full refund.
Quotes have varying expiration dates, and the Seller has the right to change pricing before expiration. Any discounts may change based on current promotions.
Customers are prohibited from claiming more than one pricing promotion per order.
Pricing provided to customers via the Seller website calculators and pricing tools are merely estimates and are not final pricing.
Seller may run promotions or discount sales which are available to our customers both online and directly from our sales teams. Promotional or discount sale prices are only applicable during their designated active sale dates and cannot be extended or applied retroactively.
3. Production & Lead Times
Due to the custom production of all Seller products, once an order is released into production no changes can occur.
Lead times provided to customers are merely estimated business days of production and do not include shipping time. While delays in production and shipping can occur, Seller is not responsible for any costs to customers or any contractor scheduling conflicts as a result of these delays.
4. Installation Requirements
All flooring must be installed in accordance with NWFA guidelines, including but not limited to the following:
The building environment must be dry and conditioned prior to installation.
The subfloor must be dry before flooring installation. The subfloor should be measured with a moisture meter and the moisture content recorded. Do not install engineered flooring unless the subfloor is less than 10%MC (8% in Desert Climates). Do not install Schafer engineered flooring unless the house is climate controlled. There can be no major moisture changing events such as pouring concrete or excavating inside the home after Schafer flooring is stored or installed in the building. Any leaks, ground water events or floods require mitigation before Schafer flooring can be stored or installed in the building.
Flatness:
Because of the wide plank flooring that Schafer produces, subfloor flatness is paramount. Proper NWFA flattening techniques must be completed. Do not use self leveling compounds and nail through them. Pay special attention to the flatness from one room to the next. Transitions must be used if flatness is not maintained from room to room.
Cleaning:
Immediately before installation the wood subfloor should be sanded with a round buffer sander with 36 grit sandpaper. The purpose is to remove debris (dirt, plaster, etc) and expose fresh wood fibers. Vacuum the floor completely before flooring installation.
Engineered Hardwood Flooring Storage:
Engineered flooring should be stored in tight bundles covered in a vapor barrier in a dry location until ready to be installed. Do not unbundle and “acclimate.” Unbundling and acclimating will allow wood to dry unevenly and warp, cup and lose straightness. Flooring is designed to be installed, install it as quickly as possible.
Racking (Dry Laying):
The engineered flooring should be racked (dry laid) on the floor. Boards that do not meet specifications should be culled. Boards that are not straight should be cut, arranged to non critical areas or culled. Boards should be arranged for the best layout look per customer expectations. Immediately install our racking out the floor. If flooring is not immediately installed then the flooring could be compromised. Flooring is engineered to be installed not to be dry laid and sitting without adhesive and mechanical attachments.
Once installed the board is accepted and warranty does not apply for aesthetic or grade.
Nail and Glue over wood:
Bona QUANTUM® – High-Strength, Moisture-Curing Wood Floor Adhesive applied in a serpentine sine wave pattern. Also add a straight line of glue 1” from the end of each board. Be certain that the adhesive is applied in a pattern so that it does not come into contact with tongue or the groove. Full trowel is acceptable, but makes any future repairs very difficult because it will damage the subfloor if a piece needs to be removed.
Nailing:
Schafer prefers L Style cleats for nailing. 5-6” intervals and 1”-3” from ends. Cleats should be minimum 1.5” or longer for cases where the installer deems necessary. Cleats are used as a supplement to glue, not a replacement.
Gypcete:
Make certain the floor is level and fully cured before installing the floor. Sand with orbital and 36 grit to remove the “weak” particles that float to the top of gypcrete. Clean the floor and vacuum prior to installation. Glue and trowel maximum of two rows of floor at a time. Use Bona Quantum Flow adhesive.
Concrete:
Make certain the floor is level and fully cured before installing the floor. Be certain that there is no condensation related to warm moist air being cooled allowing water to condensate. Be sure that the concrete floor moisture is stable. Review NWFA guidelines for vapor barriers. Glue and trowel maximum of two rows of floor at a time. Use Bona Quantum Flow adhesive.
Moisture data logging:
Two moisture data loggers need to be installed. One below the subfloor and one above the floor.
Glue Cure:
Follow the Bono glue recommendations for temperature and cure time. Do not sand the floor for at least 24 hours to allow glue to cure and set.
5. Cancellations
Orders placed but not released to production may be assessed a cancellation fee.
Cancellations within 90 days, the fee will be up to 10% of the product total.
Cancellations between 91-180 days, the fee will be up to 25% of the product total.
Cancellations after 180 days, the fee will be up to 50% of the product total.
No cancellations are accepted after an order has been released to production. This typically takes place within the same business day the order is placed.
6. Product Delivery & Storage
Customer is responsible for taking delivery of the flooring order within 2 to 4 weeks of production completion. If the product remains in storage beyond 2 weeks, a storage fee of $100 per day will be incurred. Customer is responsible for making sure the product is stored in accordance with our warranty document which can be found at www.schaferfloors.com/warranty.
All orders require additional help or a forklift for unloading. The delivery driver is limited to one (1) hour at the job site for unloading. Additional time required will be subject to extra charges or refusal of extended unloading time.
7. Product Samples
We strive to provide you with the best possible representation of your finished flooring. However, due to the natural variations in wood color, character markings, and grain patterns, the final product may vary slightly from the samples you receive. Seller will not be held liable for these naturally occurring variations. If you require a narrower set of specifications, please speak with your sales representative. They will be happy to provide you with further details and pricing.
8. Damages
Damage Claims: If a freight shipment appears damaged upon arrival, note the damage on the BOL paperwork provided by the driver before signing anything. After noting the damage, please accept delivery, do not deny it. This ensures that the freight company will acknowledge the damage at the time of delivery. The customer can then work directly with Seller on proper documentation and potential replacement of material ordered. Note that in many cases the packaging may be damaged but the product is not. Seller will replace any confirmed damaged items.
In the event of a damage claim, Seller will require a photo or video of the issue and may require the part to be returned. All solutions and/or replacements are at the discretion of Seller. Damage must be documented via pictures and direct correspondence with Seller within 5 business days of receipt. If damage claims are filed outside of the 5-business day window the customer may incur additional charges to replace the material.
9. Product Defects and Manufacturing Errors:
Defects and/or errors must be reported as soon as possible, who will guide the situation moving forward. Pictures must be provided that clearly show the error/defect in the actual project space. Seller reserves the right to remake any applicable product that meets these criteria at no additional cost to the customer. However, if it is found that the error/defect occurs because the job site parameters changed without proper notice to Seller, the customer may incur the cost of the additional material. Defects and errors reported after a project installation is complete may incur additional charges to replace the needed materials.
10. Product Shortages:
Product Shortages must be reported within 5 business days of receipt of a product. Reports should be made via email to the customer’s project manager or to their salesperson. Customers will be provided with proactive shipping information, as well as a simplified packing list, which enables the customer to take proper inventory of their order after the driver has departed. Please do not delay the driver to take your inventory.
Seller’s Right to Remake:
In the event of any of the above scenarios, Seller reserves the right to remake the product until the job site requirements are met as originally agreed upon. By acknowledging Seller’s policies during the verification process, customers agree to this method of ultimate satisfaction. Seller will not issue refunds based on manufacturing errors, shipping damage, or job site delays. Seller does not cover reinstallation costs or rescheduled installation costs unless the customer is utilizing one of our certified installers for the project.
11. Incorrect Usage or Installation
Seller assumes no responsibility or liability for any loss or damage as a result of misuse of any Seller’s product(s) or instruction(s). Seller assumes no responsibility or liability for any loss or damage as a result of the use, or misuse, of information. Engineering drawings, diagrams, and product quotes are not meant to replace a licensed professionals. The Customer or contractor assumes all responsibility regarding worksite safety.
12. Delivery Requirements and Shipping
All orders require additional help or a forklift for unloading. We require 3 people per 1,000 square feet. Our drivers will help but will be in addition to the 3 or more people. It is highly recommended a forklift be on site for orders exceeding 2,000 square feet.
The delivery driver is limited to one (1) hour at the job site for unloading. Additional time required will be subject to extra charges or refusal of extended unloading time.
If the shipping address is changed after the product ships out from Seller’s facility, additional re-consignment fees from the shipping company will be applied to the customer.
Customer is responsible for any additional fees required for re-delivery of products as a result of a missed delivery. If Customer is not able to receive a shipment at the scheduled delivery time proposed by the shipping company, the Customer is responsible for any storage fees or other fees associated with the delayed shipment.
Seller reserves the right to amend shipping rates at its discretion and at any point during the process.
13. Payment Terms & Conditions
All payments, including the down payment, are non-refundable once production begins.
Customer is responsible for any applicable taxes, fees, or additional costs incurred due to non-compliance with this Agreement.
14.1 Job Site Conditions Requirements and Installation
HVAC must be operational and running for at least 7 days prior to installation.
Maintain 60–80°F temperature and 35–60% RH.
Basement/crawl space: dry, encapsulated, ≥55°F, RH ≤65%.
The building envelope must be 100% weather tight.
No major moisture events (concrete pours, excavation, leaks, groundwater issues) may occur after flooring is stored or installed.
14.2. Acclimation Requirements
Acclimate wood flooring for at least 3 days to balance wood moisture content with the installation environment. The purpose of acclimation is to allow the flooring to reach equilibrium moisture content (wood neither gains nor loses moisture). Open packages, separate into smaller bundles, and cross-stack with spacers to increase airflow.
Extra Time Needed in the below instances:
Site-finished floors - 5–7 days
Engineered floors - Allow added time for adhesives to off-gas before finishing.
Tropical Species - Require more time due to unique moisture behavior and difficulty in measuring moisture accurately.
Solid strip flooring (less than 3” wide) should have a moisture content no more than 4% different from the moisture content of your subflooring materials
Wide plank solid flooring (3” or wider) should have no more than 2% variance in moisture content compared to subfloor materials.
14.3. Subfloor Requirements
Wood Subfloors
Must be clean, flat, dry, level, sound, porous.
Moisture content ≤10% (≤8% in desert climates). Measure and record with a calibrated meter.
Flatness - ≤1/8”; over 8 ft radius
Level - ± 1/8” tolerance across rooms; transitions required if tolerance not met.
Properly fastened - no squeaks or deflections.
Preparation - Sand with buffer + 36-grit to expose fresh wood fibers. Vacuum thoroughly before install.
Do not nail through self-leveling compounds.
Concrete Subfloors
Must be clean, flat, dry, level, porous.
Porosity test - water should absorb in ≤30 seconds.
Grind 100% of surface to remove contaminants.
Flatness: ≤1/8” over 8 ft radius.
Surface temp: 55–85°F; dew point ≥12°F below ambient.
Gypcrete: must be cured, sanded to remove weak particles, cleaned, and vacuumed before installation.
A concrete sealer such as Bona R540 should be applied before installation of flooring.
14.4. Flooring Storage & Handling
Do NOT acclimate. Store in tight bundles, wrapped in vapor barrier, in dry conditioned space until installation. Flooring is designed to be installed immediately—unbundling allows warping/cupping.
15. Installation Method
Flooring should be one of the last installations on site. Immediately before install, rack boards for best layout. Cull or trim bowed/defective boards. Do not leave racked boards uninstalled.
Once installed, boards are accepted as-is (aesthetic/grade warranty does not apply).
Nail + Glue Method
Adhesive: Bona QUANTUM® or Bona QUANTUM Flow.
Apply in serpentine pattern, plus a straight line 1” from each board end
Do not allow adhesive on tongues/grooves.
Limit to max two rows at a time.
Fasteners
L-style cleats every 5–6”, 1–3” from board ends, ≥1.5” long where required.
Cleats are supplemental to adhesive, not a replacement.
16. Moisture Monitoring
Install two data loggers; one below subfloor and one above finished floor. Maintain records for warranty and quality assurance.
17. Curing; Post-Install
Follow Bona adhesive cure guidelines (temperature + time).
Do not sand for at least 24 hours after installation.
Maintain controlled environment year-round (60–80°F, 35–60% RH).
18. Best Practices
Expect natural variation in color, grain, and cut (plainsawn, riftsawn, quartersawn).
Stagger end joints properly.
Do not fill gaps along edges.
Wide planks require extra attention to flatness and moisture stability.
19. Liability & Waiver
Schafer Hardwood Flooring is not liable for damages resulting from improper handling, storage, or installation of the flooring by Customer or third parties.
Customer assumes responsibility for verifying the product condition and specifications upon delivery.
These Terms shall be construed in accordance with the laws of the State of Indiana. Any legal proceedings against Seller that may arise out of, relate to, or be in any way connected with Seller’ services or these Terms of Use shall be brought exclusively in the courts of Elkhart County, Indiana and any jurisdictional, venue, or inconvenient forum objections to such courts are hereby waived.
Contact Information
For questions about Schafer Terms & Conditions, please contact us.