HVAC Warranty Claim Documentation Package

A structured form package for documenting HVAC warranty claims, including equipment identification, install details, failed component information, technician findings, OEM diagnostic data, and supporting evidence.

Claim Overview

• Claim Number
  Optional internal reference number if your team already assigned one.
• Claim Date
  Date the warranty claim package is being prepared.
• Submitted To
  OEM, distributor, or warranty administrator receiving the claim.
• Claim Type

Equipment Information

• Equipment Type
• Manufacturer / OEM
  Equipment manufacturer name.
• Model Number
• Serial Number
  Enter the equipment serial number exactly as shown on the nameplate.
• Install Date
  Date the equipment was installed.
• Installation Location
  Building, room, roof, or site location where the unit is installed.

Failure Details

• Failed Component
• Other Failed Component
• Observed Failure Symptoms
  Describe the symptoms observed before or during diagnosis.
• Failure Date
  Date the failure was first observed, if known.
• Operating Condition at Time of Failure

Technician Findings

• Technician Name
• Service Company
• Diagnostic Summary
  Summarize the technician's findings, test results, and likely cause.
• Parts Replaced During Service
  List any parts replaced before or during the warranty claim process.
• Technician Opinion: Warranty Eligible?

OEM Diagnostic Data

• Error Codes
  Enter any fault codes, alarm codes, or diagnostic codes displayed by the equipment.
• Voltage Reading
  Measured voltage at the time of diagnosis, if available.
• Current Reading (Amps)
  Measured current draw at the time of diagnosis, if available.
• OEM Reference Number
  Reference number from OEM support, if provided.
• OEM Support Notes
  Record any guidance, case notes, or instructions received from the OEM.

Supporting Evidence

• Supporting Photos
  Upload photos of the equipment, failed component, nameplate, and any visible damage.
• Service Report / Work Order
  Attach the service report or work order associated with the diagnosis.
• Additional Supporting Documents
  Upload any other relevant warranty documentation, if needed.
• Submission Notes
  Add any notes for the reviewer, including missing documents or follow-up items.