Run Warranty Self-Audit Checklist for Manufacturer Audit Preparation — Free

Audit Scope and Claim Identification

Audit date, reviewer, and claim sample are recorded

Record the audit date, auditor name, and the closed claim numbers selected for review.

Sample includes closed warranty claims from the current month or selected audit period critical (required)

Verify the sample matches the intended monthly spot-audit period and is not missing any selected claim files.

Yes No N/A

Repair order, warranty claim, and supporting documents are present in the file critical (required)

Confirm the claim file contains the repair order, warranty claim submission, and all referenced supporting records.

Yes No N/A

Claim file is legible, organized, and traceable to the vehicle or unit

Assess whether the file can be followed easily from complaint to final claim disposition.

Three-Cs Documentation Review

Customer complaint is documented in the repair order critical (required)

Confirm the complaint is written in the customer's words or a clear service advisor summary and matches the repair performed.

Yes No N/A

Cause is documented with a specific and supportable failure explanation critical (required)

Verify the cause statement identifies the failed component, condition, or root cause rather than a vague statement.

Yes No N/A

Correction is documented and matches the repair order labor and parts critical (required)

Confirm the correction clearly states what was repaired or replaced and aligns with the billed warranty operation.

Yes No N/A

Three-Cs entries are consistent across repair order, warranty claim, and technician notes critical (required)

Check for consistency between complaint, cause, correction, and any supplemental notes or story lines.

Yes No N/A

Parts Retention and Disposition

Required replaced parts are retained for the manufacturer retention period critical (required)

Verify the claim includes any parts that must be held for inspection, return, or disposition per policy.

Yes No N/A

Retained parts are tagged and matched to the correct claim number critical (required)

Confirm each retained part is labeled with the claim number, repair order number, and date removed.

Yes No N/A

Parts storage location is secure, organized, and prevents mix-ups or loss

Assess whether retained parts are stored in a controlled area with clear identification and no evidence of commingling.

Parts disposition documentation is complete for returned, scrapped, or held items

Verify the file shows whether parts were returned to the manufacturer, scrapped, or retained, with supporting documentation where required.

Yes No N/A

Sublet, Outside Service, and Authorization Records

Sublet charges are supported by an itemized invoice critical (required)

Confirm the file includes a vendor invoice showing the service performed, date, and amount billed.

Yes No N/A

Sublet work is authorized and allowable under warranty policy critical (required)

Verify the outside service was permitted and approved under the applicable warranty policy or preauthorization rules.

Yes No N/A

Sublet documentation ties the vendor service to the specific claim and repair order critical (required)

Check that the sublet invoice references the same vehicle or unit, complaint, and repair event as the warranty claim.

Yes No N/A

Technician Certification and Labor Eligibility

Technician certification or training record is on file critical (required)

Verify the file contains current proof of certification, training, or manufacturer authorization for the technician.

Yes No N/A

Technician qualification matches the repair type and warranty operation billed critical (required)

Confirm the technician was qualified for the specific repair category, system, or operation claimed.

Yes No N/A

Labor time and operation codes appear reasonable for the documented repair

Assess whether the billed labor aligns with the repair narrative, published labor standards, and claim documentation.

Claim Accuracy, Denial Risk, and Corrective Action

Claim contains no obvious missing signatures, dates, or required approvals critical (required)

Check for missing customer authorization, advisor sign-off, manager approval, or other required claim elements.

Yes No N/A

Any deficiencies or non-conformances are documented with corrective action

List each deficiency found, the likely root cause, and the corrective action owner and due date.

Overall audit result

Select the final outcome of the spot audit.

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Run: Warranty Self-Audit Checklist for Manufacturer Audit Preparation

Audit Scope and Claim Identification

Three-Cs Documentation Review

Parts Retention and Disposition

Sublet, Outside Service, and Authorization Records

Technician Certification and Labor Eligibility

Claim Accuracy, Denial Risk, and Corrective Action

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