Shipping policy

Domestic (USA) Orders: Roasted fresh roasted orders are fulfilled as customer selected, excluding holidays, and we always fulfill and ship the freshest inventories coming into our facilities. Due to custom roasting schedules in our facility, we are unable to hold orders to be shipped at a later date. Orders received after 12 PM eastern time on Thursdays will not fulfill until after the weekend, excluding holidays, so that orders may transit smoothly throughout the coming week. Please note that carriers are experiencing delays and tight delivery times due to the surge in eCommerce ordering and weather conditions across the USA year-round now. These delays are affecting shipping estimate guarantees. Finally, it is imperative that customers ensure their address accuracy as we no longer change product or address data to the order as originally placed by the customer; please refer to our Domestic (USA) Address Accuracy section below.

Since our production hours are very early, please reach out to us M - F, 8:30 AM - 3:00 PM, excluding holidays, with any questions on our shipping policy. Thank you!

In order to be more transparent in our shipping procedures, we have updated our USA shipping rates, and you will notice that occurring changes are visible in checkout. These changes are to show what weight limits are eligible for FREE USA shipping protocol, and provide a clear visual of rates and approved weights involved in shipping your orders. 

So what is eligible for the FREE USA shipping? This includes gross shipping weights under 14 lbs., 8 ounces (i.e., 14.5 lbs.) available on single and multiple orders maximum site-wide. This weight maximum is not only the order quantity, but also includes i.e., bags, boxes, and packing materials used during shipping fulfillment. FYI: Final weight of each coffee product plus boxes, product bags, and materials used in shipping is approximately an additional 2.5 lbs. used in the shipping calculator. Shipping groups in checkout will automatically calculate rates correctly for customer orders to the precise weight of 0.01 based upon product selections, ordering sessions, and final zone destination.

Any concurrent, multiple orders placed by the same customer, and/or to the same address, and/or referenced to the same email address, and check-out payment method, are combined for efficient fulfillment, shipping, and cost control. Our payment method, shipping codes, and conversion analysis work simultaneously with each other, and will alert us to any orders that exceed the FREE USA shipping protocol. Multiple/combined multiple orders, weighing greater than the assigned weight parameters (0.01-14.5 lbs.) while transparent to every customer in checkout will be held, and a shipping invoice will be emailed to the customer for prompt payment.

Effective 1/15/2024, if a payment is not received within 24 hours for a shipping overage, then the order will be cancelled, a 15% restocking fee will be applied to the order(s) originally placed by the customer, and the customer refunded accordingly minus credit card processing cancellation fees: see our cancellation policy. This strict policy is now necessary as we fulfill orders waiting for final payment of a shipping overage originally incurred by the customer, and assign carrier quotas for pickups. Attempts to circumvent our shipping policy will result in refusal of future orders. Timing is crucial for quick, expedited fulfillment service. Please contact us with any questions @ 617-798-0572, eastern time M-F, excluding holidays.

During shipment processing, we assign orders for carrier transit, and ship decisively based upon order weight and cubic metrics, safety in transit to final destination, speed of carrier, product classification, quantity ordered, packaging type to the final destination, and overall cost efficiency for every available shipping option. If a customer has a preferred shipping carrier, selections are there to choose in check-out for payment, and we will ship based upon customer selection; sometimes we will upgrade at no extra cost to the customer for quicker carrier transit. Notifications on a delivery date are an estimate from the carrier API, and may change as order parcels travel through the carrier transit system. Website shipping promise will change as the carrier transits order parcels. During peak seasons, and sometimes in unusual circumstances, delays on our end and with the carriers will happen. This is not intentional as we ALWAYS strive to do our best during fulfillment and shipment processing. It is important to note that larger weighted orders (10 lbs. +) will transit with a Ground service via FedEx or UPS; we have found these carriers to be more responsible in transit and final delivery to the customer vs. USPS.

All packages will transit either Express, Priority, or Ground, based upon customer's destination address, total shipping weight and volume of the order. Destination regions are usually 2-5 business days depending on carrier routes, weather, scan receipts, holiday times, and the handling times within the carrier hubs. During shipment processing, carrier labels will be created to notify the carrier for pick-ups, and orders received will then be processed for shipment and sent to our production queue by 5:00 AM, eastern time for fulfillment, Monday-Friday; this process occurs after order receipt(s). Orders are fulfilled and processed on a "first in, first out" basis in fairness to all of our customers. Once orders are received, these are automatically sent to fulfillment and shipping assignment. While awaiting carrier pickup, cancellation requests cannot be processed.

Domestic (USA) Address Accuracy:

It is the sole responsibility of the buyer to make sure that the shipping address is entered correctly at check-out. We do not take responsibility for checking customer addresses or verifying through Google maps. Multiple screens are given through order placement and final check-out for the customer to verify and complete a correct address for us to accurately ship. Note: we do not change shipping addresses for product changes to the order, nor process any customer requests(s) to change a shipping address. This policy is necessary so that accurate information may be maintained within the account, financial, and shipping gateways of our website. Please make every effort to ensure that the shipping information given in checkout is accurate, and review the check-out screens for accuracy prior to placing your final order. Any cancellation requests from the buyer due to an address change or product change will result in a cancellation fee; please see our cancellation policy. Shipping addresses are tied to the billing address unless indicated differently by the buyer in check out. During check out, the buyer has the option to manually put in their billing address and then ship to a different recipient address. Due to high shipping costs now, address accuracy by the buyer is essential in order fulfillment, and prompt, definitive carrier transit.

We do our best to speed up processing and shipping times, and please make sure that everything is accurate when you are processing/paying your order. If you decide to cancel your order, please chat with us EST, call, or write to us at contact@rhoadsroast-coffees.com immediately as orders process into fulfillment queues overnight and very early daily. We will do our best to help you, however, orders go into our shipping platform committing time schedules for carrier pick-ups quickly. We review daily orders to ensure correct and prompt delivery with our carriers, and correct shipping data from our customers is essential for expeditious carrier transit. During transit and final delivery, if the carrier determines that the address is not correct, undeliverable, vacant, or refused by the buyer, etc., and the package is returned to us, then a 25% restocking fee for the product(s) plus original shipping postage charges and original credit card processing fees (3.25%) will be applied against the buyer's net refund. Please note the credit card processing fee is determined by the banking institution on the credit card used in customer checkout. Also, any returns received due to a buyer's refusal will also be charged the return carrier fee, depending on the carrier return charges. All return refusals can be traced and verified via carrier satellite scans and documented on the customer’s account(s). This will also apply if the carrier is unable to deliver due to non-receipt, no parcel receptacle, filled box, no customer pick-up, unable to forward, vacant premises, incorrect address. If the carrier cannot deliver, their scans document this and are noted accordingly. It is the buyer's sole responsibility to provide us with an address that is 100% accurate, deliverable, and verifiable.

Update on USA states and territories: Shipping Fees for US territories: American Samoa, Micronesia, Marshall Islands, Northern Mariana Islands, Palau, and Puerto Rico, and US Virgin Islands, will be calculated based on weight and carrier options at checkout, effective February 15, 2024. PO Boxes can only be used if USPS Priority Mail is selected as the shipping option. Free shipping will not be included on orders to these aforementioned region destinations, regardless of order total, and will incur a shipping fee based on destination, weight classification, and carrier options which is selected by the customer at checkout. This shipping policy change is a result of the increased surcharges passed on to us by the USPS carrier effective 2024. Additionally, no unroasted coffee bean orders will be shipped to these areas.

Shipping unroasted green coffee beans to Hawaii and Puerto Rico is prohibited by the US and HI Departments of Agriculture. Orders placed for unroasted coffee that are to be shipped to Hawaii or Puerto Rico coffee will be automatically cancelled. Refer to Shipping Restrictions: Hawaii & Puerto Rico.

International Orders: Roasted orders are always custom roasted, Monday-Friday as customer selected. Please be aware that all carriers are experiencing delays and tight delivery times due to global issues and the surge in eCommerce ordering. These delays are affecting shipping estimate guarantees. Your patience and support is appreciated.

For our international customers, due to the grocery nature of our products, please be advised that all sales are final and we do not accept nor process any international returns or exchanges. All international orders must have the correct address for the shipping with assigned carriers. If an incorrect or undeliverable international address is supplied and determined by the carrier, or if the package is refused or abandoned by the customer, the carrier will return the package to us. If this happens, we will apply a 25% re-stocking fee for the product plus all return postage charges towards the buyer's net refund due to an incorrect/delivery exception address given to us through check-out for fulfillment of international order(s). Shipping charges are not refundable on international orders that have delivery exceptions, refusals, abandonment, incorrect and/or undeliverable addresses. Also, buyer refusal of package(s) AND/OR failure of duties not paid by the buyer on fulfillment of an international order will also incur these charges if returned to us. It is the buyer's sole responsibility to provide us with an address that is 100% accurate, deliverable, and verifiable.

International orders are shipped at the buyer's expense, fulfilled and processed through FedEx international economy, UPS Worldwide, USPS, or DHL. Ground services are available to Canada and Mexico via FedEx or UPS. Carrier selections are available for customer choice at checkout. When choosing these carriers, we have found them to be expeditious in handling and transit. All packages leave our facility perfectly intact and secure. Any international damages should be addressed to and handled by the local carrier at the customer's delivery region(s). While we take responsibility for USA domestic package travel, we are not responsible for any damages that may result from international shipping once the order package(s) leave the USA. Satellite images and scans are monitored and viewed as international orders transit within the USA for safety and package integrity. Please be sure that if you use a consolidator for international shipping that the company is a reputable international consolidator. One that we recommend is APC Postal Logistics.

Prior to ordering, please check your country's import policies, regulations, and standards to ensure that coffee beans are allowed in as an import and if certain restrictions apply in-country destination. If your country has specific restrictions, policies, standards, etc., please make sure that you comply prior to ordering. We do not know every country's import regulations and we rely on the buying resident's responsibility to comply with their in-country regulations. Once orders are sent through shipping to fulfillment, while awaiting carrier pick-up, cancellation requests cannot be processed.

International Taxes and Duties

On some occasions, if you have a FedEx or UPS account, you may receive an invoice from FedEx or UPS after the delivery of goods, for the charges they have paid on your behalf at the destination, plus a small administration fee. Depending on the carrier's procedure, FedEx or UPS will contact you and inform you of any duties and taxes to be paid prior to final delivery or if you pick the package up at their location(s), you will be notified there. USPS hands off the package to your local postal authority and delivery is based on the in-country postal processing. As we are unable to advise the amount of what these fees might be, we recommend to contact your country's customs office or tax agent for respective charges and rates on a package coming from outside of your country.

Free Expedited Shipping for All Active Duty APO, DPO, FPO

We ship FREE Priority to ALL APO, FPO, and DPO addresses as our personal thanks to all serving! All mail is shipped via USPS Priority Mail to a military base who is then responsible for delivering the package to your final destination. For military orders, delivery times can be upwards of 15-20 business days. During check-out, please select United States as the country, and in the state drop-down menu, you will have the option to select one of the following: Armed Forces America, Armed Forces Europe, or Armed Forces Pacific. For more information on military mail with USPS, please click here. Go Navy...Beat Army!

Tracking Your order

First, you will receive a confirmation email within 24-36 hours, once your order has been processed. You will receive a second e-mail once your order has shipped, which will include your tracking number and a link to follow the journey of your package. Please allow 24-36 hours for the tracking information to show. If you do not see your shipping confirmation email in your inbox after 2 business days, please double check your junk/spam or promotions folder. Express shipping options and any other third-party fees are non-refundable. All orders leave our facility 100% intact for package transit. Once we hand-off to the carrier(s), it is their responsibility for safe and reliable transit, and delivery of your order. Title to products purchased on www.rhoadsroast-coffees.com, as well as the risk of loss or damage to product orders in transit, passes from the supplier (RhoadsRoast Coffees) onto the buyer once orders leave our facility for carrier transit to the customer's final destination. RhoadsRoast Coffees is not liable for shipping delays or problems incurred during transit after a product has been shipped from our facility, and we are not accountable for any delays or re-routing caused by the carrier(s). Occasionally, tracking information may not update in scans, but you will still receive your order. Please contact us after the estimated delivery time, and after you contact the assigned carrier so that we may reach out to our local carrier agents on delivery issues and advise you.

All of our shipments include tracking ID and delivery confirmation. If the tracking information confirms that the item has been delivered to your order address, but you have not received your order, please contact the assigned carrier for help and resolution; carriers will investigate and trace with satellite scans and GPS on the carrier delivery. Also, if the delivery is delayed due to carrier transit, weather issues, lost, or accessibility, please contact the carrier. Since we do not know your local area, the carrier is the go-to source for any package delivery issues, and they are able to trace, retrieve and resolve delivery for the customer. If you need the telephone contact number for the carrier, please reach out to us and we will provide this information to you. If the tracking information states the package has been delivered to your order address, we consider the order delivered and received.

Stolen Packages, Damages, Late Transit, Discrepancies

If you have previously experienced lost or stolen packages where you reside, we recommend to have your package delivered to a work address to ensure that you receive it safe and sound. We are not responsible for packages stolen at confirmed delivery destination.

Finally, any damage reports need to be addressed to the carrier; we do not take responsibility for (possible) carrier mishandling or damage since ALL packages leave our facility perfectly intact, and ready for distance shipping. Unfortunately, damages may be incurred at the carrier hubs, or through your final carrier destination sorting dispatch facility. Please contact your local carrier regarding any damaged transit, keep the product and packaging so that they may address any potential claims for you and resolve. Damage evidence in carrier transit is important for the carriers to review. Scans and satellite imaging assist both us and the carriers to determine where and how any damage may occur. If no remarks are made by the carrier(s) about any damage, we cannot assume nor infer anything negative on their operational handling. This is why remarks, scans, and images are vital to confirming any damage reports by the carrier(s). Please contact us if you are running into any issues with carrier transit for your order shipment(s), and we will escalate to the respective trace department. Once we hand off to the carrier(s), their operations are responsible for prompt and secure delivery.

Any delayed or late transit concerns should be addressed to the carrier, and a claim may be filed after 15 days of late transit. Claims should be filed direct with the carrier, a trace will ensue, and, at times, packages are recovered. Any discrepant items will be verified with the carrier, and information confirming weight, packaging, and/or transit will be validated by the carrier, and given to the customer upon request. We use this latter information for accurate shipping data metrics and for tracing any carrier claim.

If you have any questions, please contact us at 617-798-0572, M - F, 8:30 AM - 3:00 PM, excluding holidays, and we will assist and resolve for you. Thank you!