Warranty Administration Procedure
Document Type: Procedure
Version: 1.0
Last Updated: February 2026
Distribute To: Project Managers, Service Department
Purpose
Establish procedures for managing warranty obligations after project completion.
Warranty Overview
What is a Construction Warranty?
A guarantee that work is:
- Free from defects in materials
- Free from defects in workmanship
- Completed per contract documents
- For a specified period after completion
Typical Warranty Periods:
| Item | Standard Period |
|---|---|
| General construction | 1 year |
| Roofing | 2-20 years |
| HVAC equipment | 1-5 years |
| Mechanical systems | 1 year |
| Electrical | 1 year |
| Windows/doors | 2-10 years |
| Waterproofing | 5-10 years |
| Paint/coatings | 1-2 years |
Always check specific contract and manufacturer warranties
Warranty Start Date
Typically Begins:
- Date of Substantial Completion
- Date of Certificate of Occupancy
- Date of Owner acceptance
- Per contract definition
Document:
- Exact start date
- Expiration date
- Per each warranty type
Warranty Documentation
Compile at Closeout:
Contractor Warranty:
- Signed warranty letter
- Start and end dates
- Scope covered
- Contact information
- Exclusions
Manufacturer Warranties:
- Equipment warranties
- Material warranties
- Registration confirmations
- Terms and conditions
Subcontractor Warranties:
- Matching general warranty
- Trade-specific extended warranties
- Contact information
Warranty Tracking Log
================================================================
WARRANTY TRACKING LOG
================================================================
Project: ___________________________________________________
Substantial Completion Date: ________________________________
================================================================
| Item | Warrantor | Start | Expire | Contact | Status |
|------|-----------|-------|--------|---------|--------|
| General | [GC] | | | | |
| Roofing | | | | | |
| HVAC | | | | | |
| Electrical | | | | | |
| Plumbing | | | | | |
| Fire Protection | | | | | |
| Elevator | | | | | |
| [Other] | | | | | |
================================================================
Warranty Claim Process
When Owner Reports Issue:
Step 1: Receive and Log Claim
- Date received
- Description of issue
- Location
- Photos/documentation
- Owner contact
Step 2: Evaluate Claim
- Within warranty period?
- Covered defect or excluded?
- Our work or subcontractor?
- Manufacturer defect?
Step 3: Investigate
- Site visit (if needed)
- Assess cause
- Document findings
- Take photos
Step 4: Determine Responsibility
| Finding | Action |
|---|---|
| Our defective work | Correct at our cost |
| Subcontractor work | Back-charge sub |
| Manufacturer defect | File manufacturer claim |
| Owner damage/misuse | Inform owner, not covered |
| Normal wear | Not covered |
| Out of warranty | Not covered (offer service?) |
Step 5: Correct Defect
- Schedule repair
- Coordinate with owner
- Complete work
- Document completion
Step 6: Close Claim
- Owner sign-off
- Update log
- Process back-charges
- File documentation
Warranty Claim Form
================================================================
WARRANTY CLAIM FORM
================================================================
Claim #: _____________ Date Received: _______________________
Project: ___________________________________________________
Owner Contact: _____________________________________________
Phone: _________________ Email: ___________________________
================================================================
ISSUE DESCRIPTION:
___________________________________________________________
___________________________________________________________
Location: __________________________________________________
Date Issue Discovered: ______________________________________
Photos Attached: ☐ Yes ☐ No
================================================================
WARRANTY STATUS:
Warranty Period: ____________ to ____________
☐ Within warranty period
☐ Outside warranty period
================================================================
INVESTIGATION:
Site Visit Date: ___________________________________________
Inspected By: ______________________________________________
Findings:
___________________________________________________________
___________________________________________________________
Cause Determination:
☐ Defective workmanship
☐ Defective material
☐ Subcontractor defect
☐ Manufacturer defect
☐ Owner damage/misuse
☐ Normal wear
☐ Not covered
================================================================
RESOLUTION:
☐ Covered - will correct
☐ Not covered - reason: ____________________________________
☐ Referred to subcontractor: _______________________________
☐ Referred to manufacturer: ________________________________
Repair Date: _______________________________________________
Repair Description:
___________________________________________________________
================================================================
CLOSEOUT:
Owner Acceptance: ☐ Yes ☐ No Date: ______________________
Cost to Correct: $__________________________________________
Back-charge Issued: ☐ Yes ☐ No To: _______________________
Closed By: _____________________ Date: ____________________
================================================================
What's Typically NOT Covered
- Owner abuse or misuse
- Failure to maintain
- Normal wear and tear
- Acts of God
- Work by others after completion
- Items specifically excluded
- Issues outside warranty period
Subcontractor Warranty Flow-Down
Ensure Subcontracts Include:
- Warranty matching prime contract
- Extended manufacturer warranties
- Response time requirements
- Warranty service contact
- Back-charge provisions
When Sub Warranty Issue:
- Notify subcontractor
- Allow time to respond
- If no response, correct issue
- Back-charge subcontractor
Warranty Expiration
30 Days Before Expiration:
Notify Owner:
- Warranty expiring
- Request final walkthrough
- Document any issues
- Opportunity to report claims
Conduct Walkthrough (if requested):
- Note any deficiencies
- Determine if warranty issue
- Correct valid claims
- Document completion
At Expiration:
- Confirm all claims resolved
- Close warranty file
- Archive documentation
Warranty vs. Callbacks
| Warranty | Callback |
|---|---|
| Defective work | May include service |
| Must correct | Goodwill/relationship |
| Contractual obligation | Customer service |
| Within warranty period | Any time |
| No charge | May charge |
Related Documents
- Closeout Procedures
- Subcontractor Agreements
- O&M Manual Requirements
- Service Agreement Template
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