How to Safely Flush, Decontaminate, and Return a Pump for Warranty or Repair
When a pump needs to be returned to the manufacturer for warranty evaluation, repair, or restocking, the return process involves more than just boxing it up and shipping it out. Pumps that have been in chemical, industrial, or process service contain residual fluids that may be hazardous, corrosive, flammable, or toxic. Improper preparation creates safety risks for shipping carriers, receiving personnel, and repair technicians — and can result in the pump being refused or returned at the sender’s expense.
This guide walks through the complete process for safely flushing, decontaminating, documenting, and shipping a pump back to Price Pump Company, including how to obtain a Return Materials Authorization (RMA) number and what to expect during the return process.
Step 1: Obtain an RMA Number Before Shipping
Price Pump requires a Return Materials Authorization (RMA) number before any pump is shipped back. An RMA number will only be issued after a completed Returning Materials Application (RMA) form is received and processed. Do not ship a pump without an RMA number — unauthorized returns will be refused.
To request an RMA number, download the RMA form from the Price Pump website or request one from your distributor contact. Complete the form in its entirety, including distributor information, pump unit information (BOM/part number, model, serial number), motor data (horsepower, RPM, enclosure type, frame, hertz, voltage, amperage), the fluid being pumped, operating temperature, inlet pressure, duty cycle, approximate time in service, and a detailed description of the reason for return.
Submit the completed form by email to rma@pricepump.com or by fax to (208) 402-6856. Once the form is reviewed and approved, Price Pump will issue an RMA number and return instructions. On the form, you will also select the action to be taken: Warranty Evaluation, Estimate Repair Cost, or Restock Products. Note that an inspection fee of up to $75.00 net may apply if the product is determined to not be under warranty, and restocking carries a 30% restock charge.
Step 2: Isolate and Lock Out the Pump
Before beginning any flush or decontamination procedure, the pump must be fully isolated from the process system and locked out per your facility’s lockout/tagout (LOTO) procedures. De-energize the motor by disconnecting electrical power at the motor starter or disconnect switch. Close and lock out all suction and discharge valves. Verify zero energy state — confirm that no pressure, electrical, or stored mechanical energy remains in the pump or connected piping.
If the pump is connected to a hazardous fluid system, follow your facility’s confined space and hazardous material handling procedures throughout the flush and drain process. Ensure appropriate personal protective equipment (PPE) is worn based on the fluid that was being pumped.
Step 3: Drain Residual Process Fluid
Drain all residual process fluid from the pump casing, suction and discharge piping connections, and any associated seal chambers or flush lines. Open the pump drain plug (if equipped) and allow the casing to drain completely. For pumps that were handling viscous fluids, allow adequate time for the fluid to fully evacuate — tilting or repositioning the pump may help drain thick or slow-moving residuals.
Collect all drained fluid in an appropriate container and dispose of it according to your facility’s waste management procedures and all applicable local, state, and federal environmental regulations. Never discharge process fluids to storm drains, sanitary sewers, or the ground.
Step 4: Flush and Decontaminate the Pump
After draining, the pump must be thoroughly flushed to remove all traces of the process fluid from the casing, impeller, shaft, seal chamber, and any internal passages. The flush procedure depends on the type of fluid that was being pumped.
For water-soluble fluids (aqueous chemicals, dilute acids, caustics, salt solutions), flush the pump with clean water by connecting a water supply to the suction port and allowing water to flow through the pump and out the discharge. Run the flush for a sufficient duration to clear all internal residue — several complete volume changes through the pump is a good practice. For stubborn residues, a warm water flush may be more effective.
For non-water-soluble fluids (solvents, oils, hydrocarbons, adhesives), an initial flush with a compatible solvent may be required to dissolve and remove the process residue before a final water rinse. Select a flush solvent that is compatible with the pump materials and effective at dissolving the process fluid. Follow the solvent flush with a clean water rinse if possible.
For hazardous or toxic fluids, follow your facility’s specific decontamination procedures for the chemical involved. Multiple flush cycles may be required, and the flush effluent must be handled as hazardous waste. Verify that the pump has been decontaminated to a safe level before packaging and shipping.
After flushing, drain the pump completely one final time and allow it to air dry. The goal is a pump that is clean, free of residual process fluid, and safe for handling by shipping personnel and the receiving technicians at Price Pump.
Step 5: Prepare the Safety Data Sheet (SDS)
A current Material Safety Data Sheet (SDS) for the fluid that was being pumped must accompany every returned pump, unless the pump was used exclusively in clean water service. This is a mandatory requirement — pumps returned without an SDS (for non-water applications) may be refused or returned.
The SDS allows the receiving technicians to understand the chemical exposure hazards and take appropriate safety precautions during inspection and repair. Even if the pump has been thoroughly flushed, trace residues may remain in seal areas, gasket surfaces, or internal crevices. Attach the SDS to the outside of the shipping container where it is clearly visible.
Step 6: Package the Pump for Shipping
Proper packaging prevents shipping damage and contamination of the pump internals. Cap or plug all open ports — suction, discharge, drain, and seal flush connections — to prevent debris, packing material, or moisture from entering the pump during transit. Use pipe caps, threaded plugs, or heavy plastic wrap secured with tape to seal all openings.
Contain the pump so that no packing material (foam peanuts, paper, loose fill) can enter the pump interior. Wrapping the pump in a plastic bag or stretch wrap before placing it in the shipping container is an effective method. Place the pump in a sturdy shipping box or crate with adequate cushioning to prevent movement and impact damage during transit.
Write the RMA number clearly and prominently on at least two sides of the outside shipping container. The RMA number must be visible to the receiving department without opening the package. Include a copy of the RMA form and the SDS inside the package as well.
Step 7: Ship Prepaid to Price Pump
Ship the pump prepaid freight to the following address: Price Pump Company, Attn: Returns Dept., 2203 Smeed Parkway, Caldwell, ID 83605. Collect shipments will be refused — all return freight must be prepaid by the sender.
Use a shipping method that provides tracking confirmation so you can verify delivery. Retain your tracking number and shipping receipt for your records. If the pump is heavy or oversized, contact the carrier in advance to arrange appropriate freight handling.
What Happens After Your Pump Is Received
Once your pump arrives at Price Pump, the returns department will verify the RMA number, confirm the SDS is included, and inspect the pump for cleanliness and decontamination compliance. If the pump is not clean and decontaminated of all fluids, it will be returned to the sender freight collect.
If everything is in order, the pump will be routed based on the action selected on your RMA form. For warranty evaluations, the pump will be inspected and tested to determine if the issue falls within the warranty terms. For repair cost estimates, a technician will assess the required repairs and provide a quotation. For restock returns, the pump will be inspected for resalability and a 30% restock charge will apply. The designated contact person from the RMA form will be notified with results.
Quick Reference: Return Checklist
1. Complete the RMA form and submit to rma@pricepump.com or fax to (208) 402-6856. 2. Receive your RMA number from Price Pump before shipping. 3. Lock out, isolate, and de-energize the pump. 4. Drain all residual process fluid. 5. Flush and decontaminate the pump thoroughly. 6. Allow the pump to drain and dry completely. 7. Obtain the current SDS for the pumped fluid (unless clean water service). 8. Cap or plug all open ports. 9. Wrap the pump to prevent packing material from entering. 10. Package in a sturdy container with cushioning. 11. Mark the RMA number visibly on the outside of the container. 12. Include a copy of the RMA form and SDS inside the package. 13. Ship prepaid to Price Pump Company, Attn: Returns Dept., 2203 Smeed Parkway, Caldwell, ID 83605.
Questions about the return process? Contact Price Pump customer service at (208) 402-6871 or email rma@pricepump.com for RMA requests and return assistance.
Conclusion
A properly prepared pump return protects the safety of everyone who handles the equipment in transit and at the receiving facility, and ensures the fastest possible turnaround on your warranty evaluation or repair. Taking the time to thoroughly flush, decontaminate, document, and package the pump before shipping prevents delays, refused shipments, and unnecessary freight charges.
Price Pump is committed to supporting our customers and distributors throughout the product lifecycle — from initial pump selection through installation, service, and warranty support. Contact our team for any questions about the RMA process or pump return requirements.