Refund Policy

Last updated: 12 May 2026

1. When You Pay

Under Recrugen's commission model, Employers are billed only after a successful Placement — that is, after the Candidate joins the Employer's organization. The standard fee is 8.33% of the Candidate's annual gross CTC (equivalent to one month's salary) plus 18% GST. There are no upfront fees, retainers, or platform subscription charges for Employers.

2. 90-Day Replacement Guarantee

If a placed Candidate resigns or is terminated within 90 days of their joining date (other than for reasons attributable to the Employer such as restructuring, position elimination, or unjustified dismissal), Recrugen will provide a free replacement Candidate.

To activate the replacement guarantee:

• Notify us at hello@recrugen.com within 7 days of the Candidate's exit
• Provide the Candidate's exit/termination letter or written confirmation
• Continue good-faith hiring efforts with replacement candidates Recrugen sources

We aim to deliver a replacement shortlist within 7-14 business days of activation.

3. When Refunds Apply

A monetary refund (in lieu of replacement) may be issued in the following limited cases:

• No suitable replacement found: If Recrugen is unable to provide a viable replacement candidate within 60 days of activating the replacement guarantee, the Employer may request a pro-rated refund.
• Pro-rated calculation: Refund = (Original Fee paid) × (1 − months_worked / 12), where months_worked is the duration the Candidate was employed before exit, rounded up.
• Duplicate payment: Any duplicate or erroneous payment is refunded in full upon verification.
• Invoice error: If an invoice was raised in error (e.g. for a Candidate who never joined), the amount is reversed in full.

4. When Refunds Do NOT Apply

• If the Candidate is still employed beyond 90 days from the joining date
• If the Candidate left due to reasons attributable to the Employer (toxic work environment, non-payment of salary, role mismatch caused by Employer misrepresentation, restructuring, etc.)
• If the Employer failed to notify Recrugen within 7 days of the Candidate's exit
• If the Employer rejects all reasonable replacement Candidates without justification
• For fees relating to candidates who joined more than 6 months prior to the refund request

5. How to Request a Refund

Send a written refund request to billing@recrugen.com including:

• Invoice number and date
• Candidate's name and joining/exit dates
• Reason for the refund request
• Supporting documentation (exit letter, communication record, etc.)

We will acknowledge your request within 3 business days and complete our review within 14 business days.

6. Refund Processing Time

Approved refunds are processed to the original payment method within 7-10 business days of approval. Bank credit timelines depend on your card issuer or bank (usually 5-10 additional business days). UPI refunds typically reflect in 1-3 business days.

7. GST on Refunds

Where a refund is issued, the corresponding GST component is also refunded. We will issue a Credit Note (CDN) as per GST regulations, and the refund will be reflected in your next GSTR-2A reconciliation.

8. Disputes

If you disagree with a refund decision, you may escalate to our Grievance Officer at grievance@recrugen.com. Unresolved disputes are subject to the dispute resolution clause in our Terms of Service.

9. Contact Us

For any refund-related questions, contact billing@recrugen.com.