{"id":896,"date":"2026-07-16T07:10:23","date_gmt":"2026-07-16T07:10:23","guid":{"rendered":"https:\/\/autosmarts.co\/en\/library\/warranty-documentation-checklist\/"},"modified":"2026-10-14T15:31:34","modified_gmt":"2026-10-14T15:31:34","slug":"warranty-documentation-checklist","status":"publish","type":"libraries","link":"https:\/\/autosmarts.co\/en\/library\/warranty-documentation-checklist\/","title":{"rendered":"Warranty Documentation Checklist"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">What this checklist covers<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The Warranty Documentation Checklist is a 15-point scorecard for job cards, technician reports, diagnostic evidence, and warranty file completeness. Each criterion is scored from 1 to 5 on what the auditor sees on the day, and every gap goes into an action plan with an owner and a close date.<\/p>\n\n\n\n<p class=\"as-chktip wp-block-paragraph\"><strong>AutoSmart tip:<\/strong> The clearest test of warranty documentation quality is a cold-pull exercise: pick a claim number at random, with no advance notice, and time how long it takes staff to produce the complete file. A file that takes more than a few minutes to assemble \u2014 or arrives incomplete \u2014 indicates a documentation gap that would surface in a real OEM audit.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The checks<\/h2>\n\n\n\n<div class=\"wp-block-group as-checks is-layout-flow wp-block-group-is-layout-flow\"><p class=\"as-checks__note\"><span>Tap Yes, No or Maybe to try it: your answers stay in this page and clear when you refresh. For a detailed walkthrough, <a href=\"#get-pdf\">download our PDF<\/a> or <a href=\"https:\/\/autosmarts.co\/en\/book-a-demo\/\" data-as-track=\"demo\">book a demo<\/a>.<\/span><\/p>\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Job cards and customer complaints<\/h3><p class=\"as-checksec__meta\">4 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">01<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the original job card retained on file for every warranty claim, matching the claim reference number?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">02<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the customer&#039;s complaint recorded on the job card in the customer&#039;s own words, rather than pre-translated into a technical fault description?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">03<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the job card signed by the customer at intake, confirming the recorded complaint and vehicle condition?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">04<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are job cards for warranty claims retained for the minimum period required by OEM policy, with no premature disposal?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Technician reports and photos<\/h3><p class=\"as-checksec__meta\">4 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">05<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Does every warranty file include a technician&#039;s written findings describing the fault, cause, and corrective action taken?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">06<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are photographs of the failed part or defect included in the file where required by OEM policy, clearly showing the fault?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">07<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are photographs date-stamped or otherwise verifiable as being taken during the relevant repair, not reused from a prior claim?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">08<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the technician&#039;s name and certification level recorded against the warranty repair, supporting accountability for the diagnosis?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Diagnostic reports<\/h3><p class=\"as-checksec__meta\">3 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">09<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is a diagnostic tool printout or report attached to the file for claims involving electronic or sensor- related faults?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">10<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Does the diagnostic report content support the fault code and labour operation claimed, with no inconsistency between the two?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">11<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are diagnostic reports legible, complete, and not missing pages or truncated data?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Repair orders, invoices and approval records<\/h3><p class=\"as-checksec__meta\">4 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">12<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the final repair order\/invoice retained on file, itemising labour and parts consistent with the submitted claim?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">13<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are pre-authorisation approval records (where required) retained and cross-referenced to the relevant claim?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">14<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the complete warranty file (job card through to approval) organised and retrievable as a single set, not scattered across multiple uncross-referenced locations?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">15<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Would the warranty file, if requested by the OEM for audit, be produced complete and within a reasonable timeframe (e.g., same day)?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>Covers job cards, technician reports, customer complaints, photos, diagnostic reports, repair orders, invoices, and approval records.<\/p>\n","protected":false},"template":"","meta":{"footnotes":"","_as_roles":"","_as_frequency":"","_as_standard":"","_as_source":"","_as_pdf":1222,"_as_solution":561,"_as_guide":0,"_as_case_study":0,"_as_lib_featured":false},"industry_tag":[3],"checklist_topic":[26],"checklist_market":[],"class_list":["post-896","libraries","type-libraries","status-publish","hentry","checklist_topic-warranty"],"_links":{"self":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/896","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries"}],"about":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/types\/libraries"}],"version-history":[{"count":3,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/896\/revisions"}],"predecessor-version":[{"id":1362,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/896\/revisions\/1362"}],"wp:attachment":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/media?parent=896"}],"wp:term":[{"taxonomy":"industry_tag","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/industry_tag?post=896"},{"taxonomy":"checklist_topic","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/checklist_topic?post=896"},{"taxonomy":"checklist_market","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/checklist_market?post=896"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}