Shipping & Returns Policy
HVACProSales ships HVAC equipment, mini-splits, heat pumps, furnaces, and accessories across the continental United States. Our shipping rates are calculated by product weight and are designed to reflect actual carrier costs for both small parcel and LTL freight shipments.
Shipping Rates by Weight — Continental United States
For orders under $199, shipping is calculated based on the total weight of your order:
| Weight Range | Shipping Rate | Carrier | Typical Products |
|---|---|---|---|
| 0 – 1 lb | $9.99 | UPS / FedEx Ground | Small parts, fittings, sensors, thermostats |
| 1 – 5 lbs | $14.99 | UPS / FedEx Ground | Controls, small accessories, mounting hardware |
| 5 – 10 lbs | $24.99 | UPS / FedEx Ground | Line set accessories, filters, drain pans |
| 10 – 15 lbs | $34.99 | UPS / FedEx Ground | Downflow kits, equipment pads, small coils |
| 15 – 20 lbs | $44.99 | UPS / FedEx Ground | Line sets, wall brackets, medium accessories |
| 20 – 30 lbs | $59.99 | UPS / FedEx Ground | Mini-split accessories, medium HVAC parts |
| 30 – 40 lbs | $74.99 | UPS / FedEx Ground | Medium HVAC parts, coils, small air handlers |
| 40 – 50 lbs | $89.99 | UPS / FedEx Ground | Medium units, small air handlers |
| 50 – 75 lbs | $109.99 | UPS / FedEx Ground | Air handlers, medium condensers |
| 75 – 100 lbs | $134.99 | UPS / FedEx Ground | Condensers, medium complete systems |
| 100 – 150 lbs | $159.99 | UPS / FedEx Ground | Complete mini-split systems (9K–12K BTU) |
| 150 – 200 lbs | $199.99 | LTL Freight (XPO / Averitt) | Large systems, 18K–24K BTU complete kits |
| 200 – 250 lbs | $249.99 | LTL Freight (XPO / Averitt) | Large systems, 24K–36K BTU complete kits |
| 250 – 300 lbs | $299.99 | LTL Freight (XPO / Averitt) | Large systems, 36K BTU+ complete kits |
| 300 – 400 lbs | $349.99 | LTL Freight (XPO / Averitt) | Bundle systems, multi-zone packages |
| 400 – 500 lbs | $399.99 | LTL Freight (XPO / Averitt) | Large bundle systems, package units |
| 500 – 700 lbs | $499.99 | LTL Freight (XPO / Old Dominion) | Extra-large bundles, package units 36K–48K BTU |
| 700+ lbs | $599.99 | LTL Freight (XPO / Old Dominion) | Oversized freight, package units 48K+ BTU |
| ✓ FREE SHIPPING — Orders over $199.00 | UPS / FedEx / LTL Freight | All products — any weight | |
Delivery Timeframes
| Shipping Type | Processing Time | Transit Time | Total Estimated Delivery |
|---|---|---|---|
| Standard (UPS/FedEx Ground) | 1–2 business days | 3–4 business days | 4–6 business days |
| LTL Freight (150+ lbs) | 1–2 business days | 4–5 business days | 5–7 business days |
Orders placed before 2:00 PM EST on business days are typically processed the same day. Orders placed on weekends or holidays are processed the next business day.
Alaska, Hawaii & Puerto Rico
Return Policy
HVACProSales accepts returns within 30 days of delivery for items that are unused, uninstalled, and in their original packaging. All returns are subject to a 15% restocking fee.
Eligible for Return
- Unused products in original, undamaged packaging
- Items that have not been installed or connected to electrical/refrigerant systems
- Products returned within 30 days of the delivery date
- Items accompanied by the original receipt and RMA number
Not Eligible for Return
- Installed or used equipment
- Refrigerants (R-410A, R-32, R-22, etc.) — non-returnable per EPA regulations
- Electrical components (capacitors, contactors, control boards) once removed from packaging
- Special-order or custom-configured items
- Items returned without an RMA number
- Products with missing parts, accessories, or damaged packaging
How to Initiate a Return
- Contact us within 30 days of delivery by email at support@hvacprosales.com or by phone at 1-866-330-1709.
- Provide your order number and the reason for the return. Include photos if the item is damaged.
- Receive your RMA number — we will email you a Return Merchandise Authorization number within 1 business day.
- Package the item securely in its original packaging. Write the RMA number clearly on the outside of the box.
- Ship the item back at your expense using a trackable shipping method. We recommend UPS or FedEx with insurance for items over $100.
- Receive your refund — once we receive and inspect the returned item, your refund (minus the 15% restocking fee) will be processed within 7 business days.
Damaged or Defective Items
If your order arrives damaged or is found to be defective upon inspection, please follow these steps:
- Document the damage immediately with photographs before signing the delivery receipt.
- Note the damage on the carrier's delivery paperwork — do not refuse the shipment unless it is completely destroyed.
- Contact us within 48 hours at support@hvacprosales.com with your order number and photos of the damage.
- We will file a freight claim on your behalf and arrange for a replacement or full refund at no cost to you.
Frequently Asked Questions
Does free shipping apply to heavy HVAC systems?
Yes. The free shipping threshold of $199 applies to all products, including large HVAC systems and bundle packages shipped via LTL freight. Since most complete HVAC systems are priced well above $199, the majority of our customers receive free shipping on their orders.
Can I track my order?
Yes. Once your order ships, you will receive a tracking number via email. UPS and FedEx shipments can be tracked at ups.com or fedex.com. LTL freight shipments can be tracked using the PRO number provided by the carrier.
What if I need to cancel my order?
Orders can be cancelled free of charge if they have not yet shipped. Contact us immediately at support@hvacprosales.com or 1-866-330-1709. Once an order has shipped, it must be processed as a return per our return policy above.
Do you offer expedited shipping?
Expedited shipping is available on select products. Please contact us before placing your order to check availability and pricing for expedited delivery to your location.