Warranty Repair Job Sheet

Who this is for

A repair where somebody else may be paying. The product and its claim reference sit at the top, and every labour line and every part is ticked covered or left chargeable, so the sheet shows what goes on the claim and what goes to the customer.

Service engineers and repair firms doing work under a manufacturer's warranty, an extended warranty or a service contract, where part of the visit is chargeable.

What this helps you track

• The product, its serial number and the date it was bought or installed
• The claim, policy or contract reference the repair is booked against
• Every labour line and part marked covered or chargeable, line by line
• The covered total and the chargeable total, worked out side by side
• The evidence the claim will ask for, ticked off before you leave

How to use it

1. Fill in the job number, customer, site and contact, and identify the product by make, model and serial number.
2. Write the claim, policy or contract reference and the purchase or installation date, and the fault as the customer reported it.
3. Enter the labour and the parts as you would on any repair, with your hours, your rate and your prices.
4. Tick Covered on each line the claim will pay for. Leave the tick off and the line falls to the customer; the chargeable column fills in either way.
5. Read the split in the summary, run through the claim evidence checks, and have the customer sign for the work and for anything chargeable.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

How does the covered tick work?

A ticked line counts as covered and its chargeable amount comes out as zero; an unticked line is charged in full. The summary adds both columns so you can see the claim value and the customer's bill at once.

What is actually covered by a warranty?

Only the warranty itself says, and they differ enormously — some cover parts but not labour, some exclude callout charges. Read the terms for that product; nothing is assumed on this sheet.

What if the claim is rejected after the visit?

Untick the covered boxes on the rejected lines and the split recalculates, which gives you the revised figure to invoice. Keep the original sheet as well so the history is clear.

Why does it ask for the old part?

Because many claims will not be paid without it, or without a photograph of it fitted and the serial number. There is a line for where the old part went and the reference it was returned under.