Shipping policy

Overview

At RN HVAC Supply, we ship heating, cooling, and indoor air quality equipment across the contiguous United States. Most of what we sell is heavy freight — condensers, furnaces, air handlers, packaged units, and generators — so delivery works differently than it does for small parcels.

Please read this Shipping Policy carefully before placing your order. By placing an order on rnhvacsupply.com, you acknowledge that you have read, understood, and agreed to this policy.

For any questions, contact us at info@rnhvacsupply.com or (888) 558-5637. We typically respond within 1 business day.

Order Confirmation

When you place an order, you will receive an automated confirmation email. This email confirms that we have received your order — it does not confirm that the item is in stock.

After your order is received, we verify availability with our manufacturer or distributor. If the item is in stock and available to ship, we process payment and begin fulfillment.

If the item is out of stock, discontinued, or on manufacturer backorder, we will contact you with the estimated lead time. You may accept the updated timeline or cancel the order for a full refund before it ships.

Processing Time

Most in-stock orders are submitted for fulfillment within 1–3 business days after payment is confirmed.

Special order, non-stocked, and made-to-configuration equipment — including specific voltage, phase, or heat kit configurations — requires additional lead time from the manufacturer.

Business days are Monday through Friday, excluding federal holidays. Orders placed after 2:00 PM ET, or on a weekend or holiday, begin processing the next business day.

Tracking Information

Tracking or freight pro number information is emailed to you once the shipment leaves the warehouse, typically within 24 hours of pickup.

Freight tracking updates less frequently than parcel tracking. It is normal for an LTL shipment to show no movement for a day or more while it sits at a terminal.

If you have not received tracking information within 5 business days of your payment being processed, contact us at info@rnhvacsupply.com with your order number.

Where We Ship

We currently ship within the contiguous 48 United States only.

We do not ship to Alaska, Hawaii, Puerto Rico, U.S. territories, PO boxes, APO/FPO/DPO military addresses, or international destinations.

Some products carry additional restrictions based on size, weight, refrigerant type, or manufacturer distribution agreements. If your order cannot ship to your address, we will contact you before processing payment.

Shipping Methods

The shipping method is determined by the size and weight of the equipment, not by your preference.

Parcel carriers (UPS, FedEx). Used for accessories, controls, thermostats, filters, line set covers, brackets, and other small items. Delivered to your door without an appointment.
LTL freight. Used for condensers, furnaces, air handlers, coils, packaged units, mini split systems, dehumidifiers, and generators. Equipment ships on a pallet on a tractor-trailer.

Orders containing both small items and freight equipment may arrive in separate shipments, on different days, from different carriers.

Freight Delivery — What to Expect

Freight delivery is curbside. The driver brings the shipment to the end of your driveway or the curb in front of your address. The driver is not required to move equipment into a garage, basement, backyard, or mechanical room.

The freight carrier will call you to schedule a delivery appointment. Deliveries are made on weekdays during business hours.

Someone must be present to receive, inspect, and sign for the shipment. Freight carriers do not leave equipment unattended.

Unloading the equipment from the curb is your responsibility. A residential condenser typically weighs 120–250 lbs and a furnace 100–200 lbs. Plan for help, or add liftgate service at checkout.

Tractor-trailers require room to maneuver. If your street, driveway, or development cannot accommodate a 53-foot trailer, tell us before your order ships so we can arrange terminal pickup or an alternate delivery.

Shipping Costs and Optional Services

Standard curbside freight or parcel shipping is included in the listed price on most orders. Any exception is stated on the product page.

The following services are available for an additional fee and must be requested before the shipment leaves the warehouse:

Liftgate service. A hydraulic lift lowers the pallet from the trailer to the ground. Recommended for residential addresses without a loading dock or forklift.
Limited access delivery. Applies to farms, ranches, construction sites, schools, churches, military bases, storage facilities, and similar addresses as classified by the carrier.
Residential delivery surcharge. Applied by the carrier when a delivery address is classified as residential.
Re-delivery. Charged by the carrier when a scheduled appointment is missed and the shipment must be attempted again.
Storage. Charged by the carrier when a shipment is held at the terminal because delivery could not be scheduled or completed.

Carrier accessorial fees are set by the carrier, not by RN HVAC Supply. Fees incurred because an address was misclassified at checkout, an appointment was missed, or access was not disclosed are the customer's responsibility.

Delivery Timeframes Are Estimates

All shipping and delivery timeframes shown on our website, in email, or quoted by our team are estimates only. They are not guaranteed delivery dates.

Once in transit, freight typically delivers within 5–15 business days depending on distance, terminal routing, and carrier volume.

Delays caused by weather, carrier capacity, terminal congestion, mechanical issues, manufacturer backorder, or other circumstances outside our control are not grounds for refusal, cancellation after shipment, or compensation.

Do not schedule installation, book an HVAC contractor, or remove existing equipment until your new equipment has physically arrived and been inspected.

Inspecting Your Delivery — Required

You must inspect your shipment before signing the delivery paperwork. This is the single most important step in the delivery process. Once you sign a clean Bill of Lading, you are confirming the shipment arrived complete and undamaged, and the carrier's liability generally ends.

Before you sign:

Count the pieces and confirm the count matches the Bill of Lading and packing slip.
Walk around the pallet and inspect all sides and the top for crushing, punctures, tears, water staining, or shifted contents.
Check for dents, scratches, bent fins, bent cabinet corners, or damaged refrigerant connections.
Photograph the pallet on all sides, the shipping label, and any damage — before the driver leaves.
Write a clear description of any damage or shortage directly on the Bill of Lading before signing. "Subject to inspection" is not sufficient.

Drivers are required to allow reasonable time for inspection. If a driver refuses to wait, note that refusal on the Bill of Lading and photograph the shipment.

Damaged Shipments

Visible damage. In most cases, accept the delivery and note the damage on the Bill of Lading. Photograph everything, then email info@rnhvacsupply.com within 48 hours with your order number, photographs, and a copy of the noted Bill of Lading. Accepting a noted shipment preserves your claim and is usually faster to resolve than a refusal.

Severe damage. If the equipment is visibly destroyed, refuse the shipment, note the reason on the Bill of Lading, and contact us the same day so we can arrange a replacement.

Concealed damage. If damage is discovered after the driver has left, stop unpacking, photograph the packaging and the equipment as found, retain all original packaging and pallet, and contact us immediately. Concealed damage claims are time-sensitive and may be denied by the carrier or manufacturer if reported late.

Do not install, modify, or attempt to repair damaged equipment. Installing damaged equipment voids the freight claim and the manufacturer warranty.

Missing Items and Shortages

Orders with multiple components may ship in separate shipments arriving on different days. Check your shipping confirmation before reporting an item as missing.

If a piece count does not match the Bill of Lading, note the shortage on the delivery paperwork before signing and contact us at info@rnhvacsupply.com within 48 hours.

Refused Shipments

If you refuse a shipment for a reason other than documented damage or a documented shortage, you are responsible for the original outbound freight cost, the return freight cost, and any applicable restocking fee. These amounts are deducted from your refund.

Shipments that cannot be delivered because of an incorrect address, an unreachable phone number, repeated missed appointments, or inaccessible delivery conditions are treated as refused shipments.

Address Accuracy and Customer Responsibilities

Before your order ships, you are responsible for:

Providing a complete, accurate shipping address and a phone number the carrier can reach you at during business hours.
Telling us about any access limitation — narrow road, steep driveway, gated community, weight restriction, low clearance, or no truck access.
Confirming the equipment fits through the doorways and access path at the installation site.
Being present for the scheduled delivery appointment.
Inspecting thoroughly and reporting any issue within 48 hours.

Address changes after an order ships may incur carrier intercept or re-consignment fees, which are the customer's responsibility.

Installation and Site Requirements

Delivery does not include installation, removal of existing equipment, disposal, electrical work, refrigerant charging, or startup.

Most HVAC equipment must be installed by a licensed professional. Local codes, permits, and manufacturer requirements apply, and some manufacturer warranties require professional installation. Confirm requirements for your equipment before ordering.