PMC›✅ Handover & Closeout›Warranty Register

Warranty Register

register
PMC-HND-REG-002·v1.0-beta·⚠ Beta — review before use

This register is a master list to track all warranties and guarantees for materials and equipment installed in the project. It's a critical document for handover to the client and for managing claims during the Defect Liability Period (DLP).

ReferencesFIDIC Sub-clause 11 (Defects after Taking Over)FIDIC Sub-clause 10 (Employer's Taking Over)CPWD General Conditions of Contract (Clauses on Defect Liability Period)Relevant BIS codes for specific materials which the warranty guarantees compliance with.
Download
📍 When to use this template
  • As and when major equipment (Chillers, DG sets, Lifts) or materials with specific warranties (waterproofing, paint) are installed and commissioned.
  • Continuously updated throughout the project and finalized before project handover to the client's facility team.
  • Compiled by respective discipline engineers (MEP, Finishing) and consolidated by the QA/QC Engineer or Project Manager.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header / Project Information6 fields
Project Name
_____________
Contract / Package No.
_____________
Register No.
_____________
Date of Last Update
_____________
Prepared By
_____________
Approved By
_____________
2Item / Equipment Identification8 fields
Sr. No.
_____________
Item / Equipment Name
_____________
Make & Model No.
_____________
Serial Number
_____________
Supplier / Vendor Name & PO Ref.
_____________
Location Installed (Building/Floor/Room)
_____________
Date of Installation
_____________
Date of Commissioning
_____________
3Warranty Details7 fields
Warranty Start Date
_____________
Warranty End Date
_____________
Warranty Period (Months/Years)
_____________
Warranty Type (e.g., Comprehensive, On-site, Parts Only)
_____________
Warranty Certificate No.
_____________
Scanned Copy Attached (Y/N)
_____________
Remarks (e.g., Exclusions)
_____________
4Supplier / Manufacturer Service Contact6 fields
Company Name
_____________
Contact Person Name
_____________
Contact Mobile No.
_____________
Service Email ID
_____________
Toll-Free Number
_____________
Local Service Centre Address
_____________
5Warranty Claim Log (Post-Handover)6 fields
Claim Date
_____________
Nature of Defect / Complaint
_____________
Complaint Ref. No.
_____________
Date Rectified
_____________
Rectification Details / Service Report No.
_____________
Status (Open/Closed)
_____________
💡 Sample filled excerpt
Item: 500 TR Water Cooled Screw Chiller; Make: 'CoolTech' Model X-500; Warranty Start: 01-Apr-2024; Warranty End: 31-Mar-2026 (24 Months); Contact: Mr. Suresh Kumar, 98XXXXXX01, service@cooltech.in
⚖ Compliance notes
  • Fulfills obligations under FIDIC Sub-clause 11.1 (Completion of Outstanding Work and Remedying Defects) by providing a clear record for defect claims.
  • Essential for compiling the Operation & Maintenance (O&M) Manuals as required by most contracts for final handover.
  • Serves as a key handover document for the client/facility management team as per contract close-out procedures.
  • Aids in demonstrating due diligence for fulfilling obligations during the Defect Notification Period (DNP).
← As-Built Drawing RegisterDefect Liability Period (DLP) Tracker →