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Shipping & Return Policy
HVACProSales ships HVAC equipment, OEM replacement parts, commercial products, tools, PPE, and industrial supplies through authorized suppliers, distributors, manufacturers, and carrier networks across the United States.
Quick Overview
- Most orders ship from supplier, distributor, manufacturer, or warehouse locations.
- Some products may require availability, freight, or lead-time confirmation before shipment.
- Oversized HVAC equipment may require freight delivery, liftgate service, or delivery appointment scheduling.
- Please inspect all shipments immediately before installation or use.
- Return authorization is required before any item is sent back.
- Installed, used, opened, special-order, electrical, or manufacturer-direct items may not qualify for return.
Need Freight, Delivery, or Product Help Before Ordering?
For large HVAC systems, condensers, air handlers, commercial equipment, bulk orders, or job-site deliveries, we recommend contacting HVACProSales before checkout so we can help verify product availability, shipping method, freight requirements, and delivery options.
Order Review
Orders may be reviewed for product availability, payment verification, supplier fulfillment, shipping method, destination, and product restrictions before shipment.
Shipping Methods
Orders may ship by parcel carrier, ground service, LTL freight, manufacturer-direct shipment, or distributor-direct shipment depending on the product and destination.
Delivery Timing
Delivery estimates are not guarantees. Transit times may vary due to supplier lead times, freight scheduling, carrier delays, weather, inventory changes, or address issues.
Shipping Policy
Shipping Charges
Shipping charges may vary by item, carrier, warehouse location, package size, weight, delivery address, freight requirements, and special services. Some oversized, palletized, equipment-based, or special-order products may require freight review or confirmation before shipment.
Freight, Oversized, and Heavy Items
Large HVAC equipment and commercial products may require freight delivery. Freight shipments may involve appointment scheduling, business delivery access, liftgate service, loading dock access, forklift availability, limited-access fees, or residential delivery charges.
Customers must provide accurate delivery information and notify us before shipment of any special delivery requirements, including residential delivery, limited-access location, inside delivery, liftgate needs, or lack of unloading equipment.
Address Accuracy
Customers are responsible for entering a complete and accurate shipping address. HVACProSales is not responsible for delays, failed delivery, additional carrier charges, or misdelivery caused by incorrect, incomplete, or undeliverable addresses.
Multiple Shipments
Orders with multiple products may ship from different suppliers, warehouses, or manufacturers. Items may arrive in separate packages and on different delivery dates.
Inspect Shipments Before Installation
Please inspect all shipments immediately upon delivery and before installation, connection, use, or disposal of packaging. For freight shipments, note visible damage, shortage, or packaging issues with the carrier at delivery whenever possible.
If damage is found, keep all packaging, pallets, labels, cartons, and packing materials. Photos of the product, packaging, shipping label, pallet condition, and damage may be required for carrier, supplier, or manufacturer review.
Return Policy
Return Authorization Required
All returns must be reviewed and authorized before any item is sent back. Items returned without prior authorization may be refused, delayed, or ineligible for credit.
To request a return review, please use our contact form and include your order number, item information, reason for the request, and photos if applicable.
Return Eligibility
Return eligibility depends on the product type, supplier policy, manufacturer policy, item condition, original packaging, installation status, electrical connection status, usage status, special-order status, and time from delivery.
Products must generally be unused, uninstalled, unmodified, complete, and in original packaging to be considered for return.
Items That May Not Be Returnable
- Installed, used, altered, damaged, connected, charged, tested, or modified products
- Electrical parts, control boards, motors, compressors, capacitors, contactors, sensors, ignition parts, and similar components once opened, installed, connected, or tested
- Special-order, custom-order, discontinued, closeout, clearance, manufacturer-direct, or non-stock items
- Items missing original packaging, labels, manuals, serial labels, cartons, accessories, or components
- Products damaged after delivery or returned in non-resalable condition
- Hazardous, regulated, refrigerant-related, or restricted items when return is not allowed by carrier, supplier, or manufacturer policy
Restocking, Shipping, and Carrier Costs
Approved returns may be subject to supplier, manufacturer, carrier, warehouse, inspection, or restocking requirements. Original shipping, return shipping, freight charges, refused delivery charges, accessorial charges, inspection fees, and restocking-related costs may not be refundable unless otherwise required by law or approved in writing.
Wrong, Missing, Damaged, or Defective Items
If an item appears incorrect, missing, defective, or damaged in transit, contact us as soon as possible through our contact form. Include the order number, product details, photos, packaging photos, and a description of the issue.
Refund Review
Refunds, credits, replacements, or other resolutions are reviewed after the request is approved and, when applicable, after the item is received and inspected. Processing time may vary by product, supplier, manufacturer, carrier, and payment method.
Warranty & Installation Notice
Some products may be covered by a manufacturer warranty. Warranty coverage, if applicable, is subject to the manufacturer’s terms, exclusions, installation requirements, registration requirements, inspection process, documentation requirements, and final approval.
HVACProSales may assist with documentation and routing when available, but warranty decisions, replacement approval, repair approval, labor coverage, parts approval, and claim outcomes are controlled by the applicable manufacturer or supplier policy.
Important Product Compatibility Notice
Customers are responsible for confirming product compatibility, sizing, specifications, voltage, refrigerant requirements, dimensions, configuration, and installation suitability before purchase, installation, or operation.
Installation, startup, electrical connection, refrigerant handling, charging, commissioning, maintenance, troubleshooting, and repair should be performed by properly qualified and licensed professionals where required.
Order Cancellations
Cancellation requests must be submitted as soon as possible through our contact form. A cancellation is not guaranteed once an order has been processed, assigned to a supplier, picked, packed, shipped, scheduled for freight, or released to a manufacturer or distributor.
Need Help With Shipping, Returns, or Freight?
Contact HVACProSales for shipping questions, freight review, return authorization requests, damaged shipment review, missing item review, or warranty routing support.
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