Managing Long HVAC Lead Times: What You Can Do

If you’re bidding projects or sourcing equipment in 2025, chances are you’re still facing one of the industry’s biggest headaches: extended HVAC lead times.

While lead times have improved since the height of the supply chain crisis of 2020, many essential systems—like heat pumps, DOAS units, and chillers—still come with longer-than-usual waits. Planning ahead isn’t really optional anymore—it’s essential.

Understanding HVAC Lead Times in 2025

Even with increased production capacity, several factors are still putting pressure on HVAC equipment availability:

• Raw material delays, especially copper, aluminum, and semiconductors

• High market demand driven by electrification, incentives, and system upgrades

• Manufacturer labor shortages impacting build and delivery schedules

• Increased project volumes across commercial, healthcare, and education sectors

  
  

The result? Some equipment categories are still quoting lead times of 12 to 30 weeks or longer.

What You Can Do to Stay Ahead

1. Start Design Conversations Early

Early engagement with your reps and design partners can make all the difference. The sooner equipment is selected, the sooner we can lock in specs and ship dates. We can also flag potential long-lead items before they become a problem. This allows you to adjust timelines or consider alternatives early. Even confirming voltage or control requirements can help prevent reorders and delays later on.

2. Explore Alternative Options

Staying brand-loyal is great, but when lead times are tight, flexibility can keep your project on track. This is one reason we represent a range of manufacturers with overlapping product categories. Some maintain better stock levels or have shorter fabrication schedules for certain system types. Whether it's swapping out a water-source heat pump model or using a DOAS unit with similar performance but a smaller footprint, we can help find options that meet your spec and your schedule.

3. Pre-Purchase Critical Components

We’re seeing more contractors and building owners set up early procurement agreements—even before final permit approvals. If your project is already funded and moving forward, we can help you get purchase orders submitted for long-lead equipment like chillers, heat pumps, air handlers, and control systems. This approach not only shortens your delivery window but also protects you from future price increases or availability gaps.

4. Communicate with Suppliers Often

Too many project delays come from assumptions—assuming that dates are firm, that shipping hasn’t shifted, or that updates will be automatically passed along. At VHF, we maintain ongoing communication with our factory partners and freight teams to keep your equipment tracking on course. We’ll proactively update you if schedules change, and we’re happy to coordinate site deliveries, staggered shipments, or even short-term storage when needed.

The Importance of Planning Ahead

In today's fast-paced environment, the importance of planning ahead cannot be overstated. The HVAC industry is evolving, and staying informed about market trends is crucial. By understanding the factors affecting lead times, you can make more informed decisions.

5. Monitor Market Trends

Keeping an eye on market trends can provide valuable insights. For instance, understanding when demand peaks can help you anticipate lead times. This knowledge allows you to plan your projects more effectively.

6. Invest in Technology

Utilizing technology can streamline your procurement process. Software solutions can help track orders, manage inventory, and predict lead times. Investing in these tools can save you time and reduce the risk of delays.

7. Build Strong Relationships with Suppliers

Establishing strong relationships with your suppliers can lead to better communication and more favorable terms. When suppliers know you well, they may prioritize your orders and provide you with timely updates.

8. Consider Local Suppliers

Local suppliers often have shorter lead times compared to those farther away. By sourcing equipment locally, you can reduce shipping times and costs. This strategy can be especially beneficial for urgent projects.

9. Stay Flexible with Designs

Being flexible with your designs can open up more options. If you can adapt your specifications, you may find alternative products that are readily available. This flexibility can help you avoid long waits for specific items.

10. Educate Your Team

Ensure that your team understands the importance of lead times and the factors that affect them. By educating your staff, you can foster a culture of proactive planning and communication.

Conclusion

Whether you’re managing a school HVAC upgrade or designing a high-rise mechanical room, you can’t afford surprises when it comes to availability. At VHF, we specialize in helping clients plan smarter by building equipment lead times into the project from day one.

Reach out to our team to review timelines for your upcoming jobs, explore in-stock solutions, or strategize for Q3 and Q4 installations. We’ll help you stay one step ahead of the schedule.

Remember, planning ahead is not just a strategy; it’s a necessity in today’s HVAC landscape.