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What are your shipping policies?

We offer Free Ground Shipping on every part on our site to the Contiguous United States. If you need to expedited shipping, please call 610-860-5220 or email us at Parts@rapidhvacparts.com for an expedited quote. 

What speed do you ship products? 

Click here to see our full Shipping Speed Policy

Most orders ship for free via UPS or Fedex Ground. Customers and our own records show that most items are received within our in 1-3 days after they order. That means, if you order on a Monday, you will likely receive the items by Thursday of that week. Our carriers do not deliver on weekends so when we say 1-3 days (we mean Monday-Friday)

If my item is in stock, when will it ship?

More than 95% of Items Ordered Before 2pm Ship Same Day. We want you to be happy and we know that customers are happy when their part ships the same day that order is placed so that's our goal.

There are exceptions to this such as larger or oversized items that require LTL Freight and we do not guarantee any order will ship the same day the order is placed unless prior authorization was provided by our customer service team. 

There are also items that ship direct from certain manufacturers that require more than 1 day for the order to be processed. We can speed up the shipping method once that item ships but we cannot always speed up the order fulfillment process if we are not the ones shipping the item. 

Need Your Part Really Fast? 

If something is critically urgent and needs to arrive by the next business day, please email us before placing your order with the below information so we can help.

Email us by with the following information

• Part # and Quantities you require
• Shipping Address 
• Shipping speed you require

 Where does my order ship from?

We utilize 7 warehouses, all located in the US. We have our main office location in West Chester Pennsylvania and we have fulfillment centers in California, Colorado, Texas, Georgia, Florida, and New Hampshire and soon to be added North Carolina. We do offer local pickup for many locally stocked items from our location on airport road in West Chester Pennsylvania. Most of the items stocked elsewhere at fulfillment centers are typically shipped to you but local pickup at other warehouses may be arranged if possible.  

What if I am Tax Exempt?

If you have a valid government issued Tax Exempt form or Resale Certificate, we can add your tax exempt form to your account to make sure you’re not charged Sales Tax. Please email us your certificate to Parts@rapidhvacparts.com and we'll make your account tax exempt. Do not place an order prior to submitting your tax exemption certificate. 

Do you include pricing on your packing slip?

We promise to NEVER include pricing on any packing slip for any order you place with us. We also do not use branded packages or tape so that you can comfortably drop ship an item for resale. About half our customer base is distributors who drop-ship from us to their customer so we understand the need to keep things private. 

Can I purchase items not listed on your site?

Yes. If you need an item that isn't on our website, please contact us. We can find any product that you need, most of the time at great prices but more importantly - we focus on finding it in stock somewhere. Just because you don’t see if on the website doesn’t mean we don’t have it in stock or know how to get it quickly. Please contact us via email or call for any part needed. Typically, we can get you an answer the same business day you ask for it.

What days are you closed?

We are open Monday - Friday 52 Weeks a year excluding national holidays. Orders placed on Friday will most likely not ship until Monday but occasionally exceptions can be made with prior communication. 

Can I place an order outside of your office hours?

Yes. Orders can be placed online 24 hours a day. 

Do you ship internationally?

We most often ship to Canada. Otherwise, we will try but typically cannot ship items internationally. We do work with Freight Forwarders so we suggest you purchase the item from us and ship to a reputable Freight Forwarder who can forward the item to your country/territory. Every situation can be unique and we are always adding new shipping options so please reach out to confirm current options

RapidHVACParts.com Return Policy

We offer 100% Free Returns when a mistake is made by us "Rapid HVAC Parts" or by the factories(s) we represent. 

If you need to return a part, please login to your account using the same email address you used to place your order and you can request/check the return status of the item using our self-serve portal.

The return instructions are available inside of your account.

If you do not see the info, you may contact us at parts@rapidhvacparts.com or 610-860-5220.

Returns

To receive a return credit, the item must be in new and unused condition. Returns due to customer remorse (no longer wanting the item) must be requested within 30 days of the date your order was placed on our website. 

Once an item has been been installed, or installation has been attemped - the item is considered used. Once used, the item must be deemed "defective" to qualify for an exchange. Typically for defective items, we may ship out the replacement part free of charge and we can typically provide a prepaid shipping label to send back the defective part. Some brands will require you purchase the new (replacement) item and send back the first item for inspection. They would credit your second order once the first item is received and inspected. Some of our brands will require a licensed professional (in your state) condemn a part prior to claiming a product is defective.

We sell HVAC Parts that are intended to be installed by licensed HVAC Professionals. 

The factory may also require you call them prior to authorizing a return through us to discuss tech support and diagnostic solutions. They may give you a case # which we can then use to request the return on your behalf. If this is needed, we will let you know when you reach out to us to request your return. 

Return Shipping

Returns that are the result of a mistake on our end OR the factories’ end often  qualify for free return shipping.

If you ordered the wrong item or no longer want the item, you will be responsible for the return shipping cost to a location in the united states we will provide at the time of return. Some returns will be sent directly back to the factory and some will return to our warehouse(s). 

Non-Returnable Items

Some of our items are what may be considered special order and will be Non-Returnable. Typically, these items are not eligible for a return. Once the order is placed, we may not be able to cancel an order as our process is automated. If you want to confirm if an item is non-returnable, please reach out BEFORE placing your order. Even though an item is "in stock", it may not qualify for return due to the factories own policies which we cannot control. Some examples of non-returnable items include replacement units (we do replace the unit free of charge if something is defective). 

Restock Fees

Items that are returned due to a mistake that is made by us "Rapid HVAC Parts" or by the factories(s) we represent will never incur a restocking fee. Items that are returned due to customer error, remorse or no longer needed may incur restocking fees. 

Each manufacturer that we sell has a different restock/return policy.  Some manufacturers will waive all restock fees. Other Manufacturers have restock fees as high as 50%. The restocking fees are a combination of what it costs the factory, our warehouse or our third party logistics companies to inspect, clean, repackage and reshelf a returned order. Restocking fees may also include the original cost of freight to ship the item to you. Ultimately, our goal is to protect you, so please reach out to us and we will work with the manufacturer if a return authorization is needed. Moral of the story, we would much prefer you wait to order something until you know it is needed rather than ordering something you may not need and hoping that a restock fee may not apply. If you have any questions about whether a product we have listed will work for you, please reach out to us by phone, email or chat and we can help confirm. Please reach out if you have specific concerns before placing your order. Once the order is placed, our options become very limited as we cannot always cancel. 

Received Defective/Defective Products

We must be notified of any defective or damaged product within 7 calendar days of receipt (this will be based on the date tracking shows your item was delivered. Do not attempt to install a defective product, keep it in "new/unused" condition and please call or email us to go over next steps. We have experience in these situations and reaching out to us prior to attempting to use the part is the safest course of action.  

Freight Packages — Please Inspect!

Please inspect all packages, especially anything arriving via LTL freight, carefully before signing for them. If a package looks damaged in any way as a result of the shipping process, please do not sign for it and tell the shipper you refuse. Once you have refused delivery, contact our customer service immediately with a description of the damage so we can help. It is your right as a customer to a few minutes of the freight carriers’ time in order to fully inspect any packages. In the event that you notice concealed damages after the driver has left, you must notify us within 3 day of receipt.

Replacing Items Under Manufacturer Warranty

We honor all manufacturer warranties that are applicable with any part sold from our website. Each manufacturer has a different warranty process but we are experienced in dealing with warranties and will make sure you are taken care of.

Cancellations

99% of orders are processed within 15 minutes of the order being placed. Our system is automated and connected to the 7 fulfillment warehouses our parts ship from. Most orders cannot be cancelled once the order has been placed unless you catch it immediately. If you need to cancel an order, please call or us immediately and our team will work quickly to review the situation. Until you have been emailed confirmation from us that your order has been cancelled, you should still expect the product to arrive.

If you are unable to cancel your order, you may be able to return the item. You will be responsible for all return costs including restocking fees and freight if the item is shipped to you. 

Return Requirements

To receive a return credit for an item that is not defective, the item must be in new and unused condition. This may include (depending on the product) that the item appears free of any attempts at installation such as tool marks, indentations or otherwise signs of improper handling. The item must remain in its original packaging including any cardboard or plastic packing with any stickers or labels. The item should remain in the exact shape as it was sent to you. This is so it can be returned to a shelf on the warehouse and sold to the next customer without any modifications or cleaning/improvements needed. We do not want anyone to receive a defective product or a product showing signs of use. Any writing (such as sharpie or pen) on the parts or packaging may reduce the return value as not all parts can be sold as new/unused if the packaging shows signs of prior use. We understand some policies seem odd or strict but this is because we are dealing with commercial and industrial grade products traditionally sold B2B so both parties are held accountable. 

International Customers Note:

Orders Shipped outside of the United States May Not Include All Applicable Taxes, Duties, Fees, Etc. You may be responsible for taxes/duties/fees at time of delivery. Every country and territory has its own laws and we do not have the ability to track all fees/taxes that may be applied to your order. 

Items sent to a freight forwarding service may surrender all return protections as some of our factories will not be held liable for another entity or individual handling their items.

1. Confirmation email: You'll immediately get an email confirming your order shortly.
2. Invoice: You'll get an email with a copy of your invoice as soon as your order is processed by our team.
3. Fast shipping: Most parts ship the same day, reaching you in 1-2 business days (nationwide & free!). Make sure to look at your specific parts language for shipping information as some items will take longer.
4. Tracking updates: We'll send tracking info so you can follow your package's journey.

Need help? Just contact us!

At any time, you can log in to your account on our site and see the progress as well or use our chat feature. 

Have questions/concerns or just need a status update?  Call 610-860-5220 or email parts@rapidhvacparts.com.