Form templates / Manufacturing & Industrial
Warranty Claim Form
A warranty claim form for a manufacturer has to establish two things: that the product is in warranty, and whether the failure is a manufacturing fault or an application problem.
For manufacturers, fabricators and industrial suppliers.
Ask about the application, not just the failure
A large share of warranty claims are misapplication - a component run beyond its rated duty, installed incorrectly, or used in an environment it wasn't specified for. The failure looks identical; the liability doesn't.
So this template asks about the operating conditions, the installation and what changed before the failure. Those questions resolve most claims without a site visit, and where there is a genuine defect they give engineering the data to find it.
Get the details while they're fresh
Reports made verbally get shorter with every retelling, and the detail that mattered is the first thing lost. A form asked at the time captures what happened, when, and who was there - in the words of the person who saw it.
Specifications, tolerances and quantities in writing
An RFQ described on the phone is an RFQ you'll re-quote. Material, quantity, tolerance and delivery date belong in fields, where they can't be misheard and can be forwarded to the shop floor exactly as received.
The same discipline suits internal forms - maintenance requests, visitor registration, incident reports - where consistency is what makes a month of records readable.
Ask what has to be asked
Required fields for the facts that make a report usable, optional ones for everything else - so you're never left with a report that can't be acted on.
One minute to make it your own
Every label, option and placeholder on this template is editable, and you can add whatever this template doesn't ask. Save to publish, share the link, and export the responses whenever you need them in a spreadsheet.
What this template asks
- Your company
- Contact name
- Email address
- Phone number
- Original order or invoice number
- Part number
- Serial or batch number
- Purchase date
- Installation date
- Date of failure
- Running hours or cycles at failure
- How many units are affected?
- What happened?
- How would you categorise it?
- Is it a one-off?
- Link to photographs
- What is the product being used for?
- Operating conditions
- Who installed it?
- Was it installed and operated per the datasheet?
- Did anything change before the failure?
- What are you seeking?
- The failed part has been retained and not dismantled
- The information given is accurate
More Manufacturing & Industrial forms
Questions
Should we ask for the failed part back?
Usually yes, and say so on the form - ask them to retain it and not to dismantle it. A returned part is often the only way to establish root cause.
How do we handle claims outside warranty?
Ask for the install date and be clear about the period. A claim just outside is often worth a goodwill conversation, and knowing early lets you have it deliberately.
Can reports be submitted anonymously?
Yes, if you make the name optional. Nothing about the submitter is recorded otherwise - no IP address, no account, no tracking.
Can this go to more than one person?
Yes. Notification recipients are a list, so a report can reach a manager and a safety lead at the same time.
Can I export everything for an audit?
Yes - one click gives you a CSV of every response with its timestamp, which is usually exactly what an auditor or insurer asks for.
Can we use this behind the scenes as well as with customers?
Yes, and many do: the same account can hold a public RFQ form and internal forms for maintenance or visitors. Only your team needs logins.
Publish your warranty claim form today
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