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J&H Technology

RepairRadar guide

What to record for home warranty claims

By J&H Technology · Updated

The short answer

For every appliance and home system, keep the model and serial number, the proof of purchase, the installation date and installer, the warranty terms and expiry date, and any registration confirmation. Keep a dated maintenance history, because many warranties require proper maintenance. When something fails, photograph it, write down what happened and when, and log every call with names and claim numbers.

Key points

  • Model, serial number, purchase date and receipt for each item.
  • Warranty length, what it covers, and the expiry date.
  • Registration confirmation if the maker asks you to register.
  • A dated maintenance history and photos of any failure.

Record these before anything breaks

  • Product, brand, model number and serial number (usually on a label inside the door, on the back, or on the unit's data plate).
  • Purchase date, seller and the receipt or invoice.
  • Installation date and who installed it. Some warranties require professional installation.
  • The warranty document: how long it lasts, whether parts and labor are covered, and what voids it.
  • Registration confirmation. Some manufacturers ask you to register within a set time, sometimes to get a longer term.
  • The expiry date, so you can check the item before coverage ends.

Keep a maintenance history

Many warranties for HVAC systems, water heaters and roofs require reasonable or regular maintenance, and a claim can be refused if you can't show it was done. Keep the date, what was done and the invoice for every service visit and filter change.

Under the federal Magnuson-Moss Warranty Act, a warrantor generally can't make a warranty conditional on using a particular brand of parts or service unless it provides them free. Using an independent technician doesn't void a warranty by itself, but you still need records that the work was done properly.

When something fails

  1. Stop using it if it is unsafe, and limit further damage (shut off water or power if needed).
  2. Take dated photos and short videos of the problem, error codes and any damage it caused.
  3. Write down what happened and when you first noticed it.
  4. Find the warranty, the receipt and the serial number before you call.
  5. Log every contact: the date, the person you spoke to, the claim or ticket number, and what they promised.
  6. Keep the invoices for any repair, including the parts that were replaced.

Know which warranty applies

A manufacturer's warranty covers a product such as an appliance or a water heater. A contractor's or builder's warranty covers the workmanship of a job or a new home. A home warranty is a service contract you buy separately, with its own exclusions and service fees. One failure can involve more than one, so keep the documents for each.

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