These Terms & Conditions apply to all estimates, orders, sales, and services provided by Vintage Woods, Inc. (“Vintage Woods,” “VWI,” “we,” or “us”). By accepting an estimate, placing an order, or otherwise authorizing Vintage Woods to proceed, the customer agrees to these Terms & Conditions.

1. Estimates & Acceptance

All estimates are valid for thirty (30) days from the date of issuance unless otherwise stated.

No order will be scheduled for production until Vintage Woods has received all required items, including:

• A signed or otherwise approved estimate
• A signed and approved physical color/species sample, when applicable
• A 50% deposit, unless other payment terms have been approved in writing

Written acceptance, including acceptance by email or text message, may constitute authorization to proceed and acceptance of these Terms & Conditions.

By approving an estimate, the customer confirms that they have reviewed the specified products, quantities, profiles, dimensions, finishes, and other project details and are satisfied with the approved samples.

2. Orders, Quantities & Measurements

The customer is responsible for reviewing and confirming all quantities, measurements, product selections, profiles, dimensions, and other information shown on the estimate before approving the order.

Vintage Woods may assist with material takeoffs as a courtesy based on drawings, plans, measurements, or other information supplied by the customer or project team. Any takeoff provided by Vintage Woods is for convenience only and is dependent upon the accuracy and completeness of the information supplied.

Vintage Woods is not responsible for errors, omissions, shortages, overages, or discrepancies resulting from incomplete, inaccurate, unclear, or revised drawings, field conditions, installation methods, or customer-supplied information.

The customer, contractor, architect, designer, and/or installer remains responsible for confirming final material quantities before ordering.

Vintage Woods recommends including an appropriate waste factor. For most projects, a waste allowance of approximately 15–20% is recommended to account for field cuts, board selection, defects, layout, installation conditions, and other project-specific requirements.

Specific Lengths, Material Allowances & Cutting Yield

Vintage Woods supplies wood from random-length inventory. Board lengths are generally supplied in 2-foot increments and are subject to available inventory.

Lengths shown on estimates may be used for pricing, estimating, and material-yield purposes and do not constitute a guarantee that those exact lengths will be supplied unless specifically agreed to in writing.

Customers requesting specific finished lengths, “no seam” conditions, or other length-sensitive layouts are responsible for allowing sufficient material for field cutting and final sizing.

Vintage Woods may supply longer boards when required by available inventory or production yield. The customer is responsible for all final length cuts and ripping performed onsite.

3. Product Characteristics & Natural Variation

Wood is a natural material. Variations in grain, color, texture, knots, mineral streaking, checking, weathering, and other natural characteristics are expected and are not considered defects.

Color and appearance may vary between boards and between separate production runs.

Finished material may vary slightly from the approved sample due to natural variation in the wood, production conditions, material source, and finishing process.

Vintage Woods cannot guarantee an exact visual match for material produced as an add-on or replacement order at a later date.

Material dimensions identified by common lumber terminology are nominal dimensions unless specifically stated otherwise.

4. Production & Lead Times

Vintage Woods products are manufactured and finished specifically for each project.

Production lead times are estimates only and begin after Vintage Woods has received all required approvals, signed documentation, samples, deposits, and necessary project information.

Lead times may be affected by raw-material availability, production capacity, finishing requirements, fire-retardant processing, custom profiles, project revisions, transportation, or other circumstances.

Estimated completion or delivery dates are not guaranteed unless specifically agreed to in writing.

5. Change Orders & Add-On Orders

Changes made after an estimate has been approved may affect pricing, material availability, production scheduling, and lead times.

Add-on orders are treated as separate production requirements and cannot be guaranteed expedited scheduling.

Because wood and finish characteristics vary between production runs, Vintage Woods cannot guarantee that add-on or replacement material will exactly match material from the original order.

Customers are encouraged to order sufficient material at the beginning of the project to reduce the risk of delays and appearance differences.

6. Payment Terms

A 50% deposit is required before an order may be scheduled for production unless otherwise agreed to in writing.

The remaining balance is due in full before material is shipped or released for pickup.

Accepted payment methods may include check, ACH, and credit card. Credit-card payments may be subject to an additional processing fee.

Vintage Woods reserves the right to suspend production, shipment, or release of material if required payments have not been received.

7. Shipping, Delivery & Risk of Loss

Shipping and delivery charges are not included in an estimate unless specifically stated.

Any freight estimate provided by Vintage Woods may be subject to adjustment based on final shipment size, weight, destination, carrier availability, fuel charges, or other transportation costs.

Unless otherwise agreed in writing, risk of loss passes to the customer upon pickup by the customer or release of the material to the freight carrier.

The customer is responsible for providing accurate delivery information and ensuring that the delivery location is accessible to the selected carrier.

8. Inspection & Claims

Customers should inspect all material promptly upon receipt.

Any concerns regarding quantity, profile, finish, color, visible damage, shipping damage, or other apparent issues should be reported to Vintage Woods before installation or modification of the material.

Installation, cutting, finishing, fastening, or other alteration of material may be considered acceptance of the product.

Claims involving freight damage should also be documented at the time of delivery whenever possible.

Vintage Woods must be given a reasonable opportunity to inspect material associated with any claim before repairs, refinishing, replacement, disposal, or other corrective work is undertaken.

9. Installation, Storage & Use

Proper storage, handling, acclimation, detailing, installation, and maintenance are the responsibility of the customer and installer.

Material should be stored appropriately and protected from moisture, weather exposure, jobsite damage, and improper handling before installation.

Vintage Woods is not responsible for failures or appearance concerns resulting from improper storage, installation, design, detailing, fastening, ventilation, maintenance, or use outside the intended application.

Customers and installers are responsible for verifying that products are appropriate for the intended application and comply with applicable project requirements, building codes, specifications, and local regulations.

10. Warranty Disclaimer

Except for any specific written warranty expressly provided by Vintage Woods, products are sold subject to the natural characteristics and limitations of wood.

Vintage Woods does not warrant against normal weathering, color change, checking, movement, surface variation, or other characteristics inherent to natural wood products.

Any warranty obligation is limited to the product supplied by Vintage Woods and does not include installation labor, removal, reinstallation, scaffolding, equipment, finishing by others, transportation, consequential project costs, or other third-party expenses unless expressly agreed in writing.

11. Limitation of Liability

To the fullest extent permitted by law, Vintage Woods’ liability arising from any order, product, or service shall be limited to the amount paid to Vintage Woods for the specific material or service giving rise to the claim.

Vintage Woods shall not be liable for indirect, incidental, special, consequential, or project-delay damages, including lost profits, labor costs, scheduling impacts, loss of use, or costs associated with work performed by others.

12. Cancellations & Returns

Because Vintage Woods products are typically purchased, manufactured, profiled, treated, and/or finished specifically for each project, orders may not be cancelled after production or material procurement has begun without Vintage Woods’ written approval.

Deposits may be non-refundable to the extent costs have been incurred for material procurement, labor, custom tooling, finishing, treatment, or other project-specific expenses.

Custom-finished or custom-manufactured material is not returnable unless Vintage Woods agrees otherwise in writing.

13. Storage & Delayed Pickup

Completed material should be picked up or scheduled for shipment promptly after the customer has been notified that the order is ready.

If pickup or delivery is delayed at the customer’s request, Vintage Woods may assess reasonable storage charges and is not responsible for delays, handling risks, or conditions arising from extended storage.

Payment obligations are not postponed solely because the customer requests delayed pickup or shipment.

14. Governing Law & Legal Venue

These Terms & Conditions and all transactions with Vintage Woods, Inc. are governed by the laws of the State of Colorado.

Any legal action or proceeding arising from an order, transaction, product, or service provided by Vintage Woods shall be brought in the appropriate court located in Eagle County, Colorado, unless otherwise required by applicable law.

15. Force Majeure

Vintage Woods shall not be responsible for delays or failure to perform caused by circumstances beyond its reasonable control, including but not limited to material shortages, supplier delays, transportation disruptions, severe weather, wildfire, natural disasters, labor disruptions, equipment failures, utility interruptions, governmental actions, acts of war, or similar events.

When such circumstances occur, production and delivery schedules may be extended as reasonably necessary.

By approving an estimate or authorizing Vintage Woods to proceed, the customer acknowledges that they have reviewed and agree to these Terms & Conditions.