Effective Date: 05/26/26  |  Last Updated: 05/26/26

This Shipping Policy describes how orders placed with CAP HVAC (“we,” “us,” or “our”) through the website at caphvac.com or our sales team are processed, packed, and shipped. It is part of, and is incorporated by reference into, our Terms and Conditions. By placing an order, you agree to the terms set out below.

1. Order Processing

Orders are processed Monday through Friday, excluding U.S. federal holidays and any other days on which our facility is closed. Standard in-stock orders received before 12:00 p.m. Eastern Time on a business day are typically prepared for shipment within one to two (1–2) business days. Larger orders, freight shipments, made-to-order parts, and special-order parts require additional processing time, which we will communicate when the order is confirmed.

Orders are not processed until payment has been received in full, or, for customers with approved credit terms, until the order has been approved by our credit department. Submission of an order does not guarantee shipment; we may decline or cancel any order in accordance with our Terms and Conditions.

2. Shipping Methods and Carriers

We ship through a network of reputable parcel and freight carriers. The methods available to you depend on your destination, the size and weight of your order, and the urgency of your shipment. Methods we generally offer include:

• Standard ground (UPS Ground or FedEx Ground) — the default method for most small-parcel orders within the contiguous United States.
• Expedited and next-day air — available for time-critical shipments, including next-day, second-day, and three-day air services, subject to carrier availability and cutoff times.
• LTL freight — for large, heavy, or palletized orders that exceed parcel limits. LTL deliveries are typically made by appointment to a commercial dock. Residential delivery, lift-gate service, inside delivery, and limited-access delivery require advance notice and incur additional charges.
• International shipping — available to many countries through international parcel and freight carriers. International orders are subject to additional requirements described in Section 6.

The available methods, carriers, and rates will be displayed at checkout or quoted by our sales team. We reserve the right to select an alternative carrier or method of equivalent service if the option you choose is unavailable for your shipment.

3. Shipping Charges

Shipping charges are calculated based on the destination, weight, dimensions, declared value, service level, and any applicable accessorial services. Charges are displayed at checkout or included in your quote and are in addition to the price of the parts.

Freight quotes are estimates based on information available at the time the quote is generated. If carrier-assessed charges differ materially from the quote due to reclassification, accessorial charges, redelivery, address corrections, dimensional weight adjustments, or similar carrier fees, we may invoice you for the difference, and you agree to pay any such adjustments.

4. Delivery Times

Delivery times depend on the shipping method, carrier, destination, and other factors outside our control. The transit times shown at checkout or quoted by our sales team are estimates only and begin when the carrier picks up the shipment from our facility, not when the order is placed. Delivery times may be longer for shipments to Alaska, Hawaii, U.S. territories, post-office boxes, military addresses (APO/FPO/DPO), and remote or rural locations.

We are not responsible for delays caused by carriers, weather, traffic, customs, force majeure, incomplete or incorrect shipping information, refused or unattended deliveries, or any other circumstances beyond our reasonable control. Where applicable, you may be able to file a delay claim directly with the carrier.

5. Tracking and Notifications

Once your order ships, we will send a shipment confirmation email to the address on file, including the carrier name and tracking number where available. You can monitor the status of your shipment using the carrier’s tracking tools. Please keep your contact information current in your account so that delivery notifications and exception alerts reach you in time.

6. International Shipping

We ship internationally to many destinations. International orders are subject to the following additional terms:

• You are responsible for ensuring that the parts you order can lawfully be imported into the destination country and that you, the consignee, are authorized to receive them.
• Unless agreed otherwise in writing, international shipments are made on a delivered-at-place basis where the consignee is the importer of record. All duties, taxes, value-added tax (VAT), goods and services tax (GST), customs fees, brokerage charges, and other import-related costs are your responsibility, separate from the price of the parts and shipping.
• You must provide accurate consignee information, including any tax identification numbers, importer numbers, or other documentation required by the destination country.
• Customs clearance delays are outside our control, and we cannot guarantee delivery dates for international shipments.
• All international sales are subject to U.S. export-control laws, including the Export Administration Regulations and applicable sanctions programs. We may decline or cancel any order that we believe would violate these laws.
• Returns of international shipments are subject to additional procedures and costs and require prior coordination with our sales team.

7. Title and Risk of Loss

Unless we agree otherwise in writing, all shipments are made FOB Origin. Title to the parts and the risk of loss or damage pass to you when the carrier accepts the shipment from our facility. Once the carrier has taken possession of the shipment, the carrier acts as your agent for delivery.

8. Inspection at Delivery

You should inspect each shipment immediately upon arrival, before signing the delivery receipt. For visible damage, shortage, or evidence of tampering:

• Note the damage or shortage clearly on the carrier’s delivery receipt before signing.
• If practical, refuse delivery of severely damaged shipments and contact us immediately.
• Take photographs of the packaging and the parts before unpacking further.
• Retain the original packaging and damaged materials until any claim is resolved.

Concealed damage that is not visible at delivery should be reported as soon as it is discovered. Whether the damage is visible or concealed, you must report any damage, shortage, or incorrect items to us within five (5) business days of delivery, with photographs and a description, so we can coordinate a freight claim or replacement shipment. Claims received after this period may not be eligible for replacement, refund, or carrier reimbursement.

9. Address Changes, Redelivery, and Refused Shipments

Please verify your shipping address carefully before submitting an order. Address changes after a shipment has been picked up by the carrier may not be possible and, where allowed, typically incur carrier-imposed fees that will be your responsibility.

If a shipment is undeliverable, refused without cause, or returned to us due to an incorrect address or failure to take delivery, you will be responsible for the original outbound shipping charges, return shipping charges, and any additional fees assessed by the carrier. We may deduct these charges from any refund issued.

10. Hazardous Materials and Restricted Items

Certain items may be classified as hazardous materials or otherwise restricted for shipment by parcel or air. Where this applies, additional handling, packaging, and documentation requirements may apply, and certain destinations or service levels may be unavailable. We will inform you at the time of order if these restrictions affect your shipment.

11. Force Majeure

We are not liable for any delay or failure in shipping caused by events beyond our reasonable control, including but not limited to acts of God, natural disasters, severe weather, fire, flood, war, terrorism, civil unrest, government actions, labor disputes, carrier service failures, supplier delays, pandemics, port congestion, fuel shortages, or transportation or communications disruptions.

12. Changes to This Policy

We may update this Shipping Policy from time to time. The version in effect on the date your order ships will govern that shipment. We will update the “Last Updated” date at the top of this policy whenever changes are made.

13. Contact Us

Questions about shipping, tracking, claims, or this policy can be directed to:

CAP HVAC

12901 Elmwood Ave

Cleveland, OH 44111, United States

Phone: +1-855-612-3405

Product inquiries: info@caphvac.com

Sales inquiries: sales@caphvac.com