Warranty Service Requests for HVAC
The Warranty Service Requests workflow supports HVAC contractors by establishing a consistent process for managing claims. It involves documenting requests, verifying warranty terms, inspecting systems, and scheduling repairs or replacements. Managers oversee compliance, track outcomes, and monitor recurring issues. By using this workflow, HVAC companies reduce liability, protect profitability, and build stronger client loyalty. Clients benefit from clear communication and timely service responses. Teams gain accountability with structured records and follow-ups. With this workflow in place, HVAC contractors can strengthen professionalism, improve efficiency, and deliver projects more reliably while honoring warranty responsibilities diligently.
Receive warranty request via phone, email, or website form
Log request details including client name, project, issue description, and date received
Review project documentation to confirm warranty coverage and expiration
Contact the client to acknowledge the request and gather additional info if needed
Determine if the issue is covered under warranty or falls outside of scope
Schedule a site visit or inspection with the appropriate technician or project lead
Assess the issue and document findings (photos, notes, material condition, etc.)
Approve repair if covered; prepare a quote if out-of-warranty
Order materials or coordinate labor required for the service
Schedule and complete the warranty repair work
Follow up with the client to confirm satisfaction and closure
Document completed service, including time, cost (if any), and materials used
Update warranty tracking records and mark the issue as resolved
Flag any recurring issues for internal review and improvement
Receive warranty request via phone, email, or website form
Log request details including client name, project, issue description, and date received
Review project documentation to confirm warranty coverage and expiration
Contact the client to acknowledge the request and gather additional info if needed
Determine if the issue is covered under warranty or falls outside of scope
Schedule a site visit or inspection with the appropriate technician or project lead
Assess the issue and document findings (photos, notes, material condition, etc.)
Approve repair if covered; prepare a quote if out-of-warranty
Order materials or coordinate labor required for the service
Schedule and complete the warranty repair work
Follow up with the client to confirm satisfaction and closure
Document completed service, including time, cost (if any), and materials used
Update warranty tracking records and mark the issue as resolved
Flag any recurring issues for internal review and improvement
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