Automotive Warranty Claim Processing Checklist
Streamline your automotive warranty claims! This checklist ensures accuracy, compliance, and faster payouts, reducing errors and maximizing efficiency for dealerships and service centers. Download now and optimize your warranty process.
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Claim Initiation & Verification
Initial steps to start the warranty claim process and confirm eligibility.
Claim Number
Claim Submission Date
Warranty Type
Claim Status
VIN (Vehicle Identification Number)
Brief Description of Issue (Initial)
Customer Information & Vehicle Details
Gathering and verifying all necessary customer and vehicle information.
Customer First Name
Customer Last Name
Customer Phone Number
Customer Email Address
Vehicle VIN
Vehicle Year
Vehicle Make
Vehicle Model
Vehicle Mileage
Failure Description & Diagnosis
Documenting the issue, diagnostic steps taken, and confirming warranty coverage.
Detailed Description of Failure
Mileage at Time of Failure
Date of Failure Observed
Initial Suspected Cause
Diagnostic Procedures Performed
Results of Diagnostic Procedures
Parts Identification & Ordering
Identifying and ordering the correct replacement parts covered by the warranty.
Parts Quantity
Parts Vendor
Parts Vendor Order Number
Parts Description
Parts Coverage (Warranty)
Parts Cost (Estimate)
Parts Catalog/Reference Image
Repair Authorization & Scheduling
Obtaining authorization for the repair and scheduling the service appointment.
Estimated Repair Cost
Repair Authorization Status
Scheduled Service Date
Scheduled Service Time
Service Advisor Assigned
Authorization Notes (if applicable)
Repair Execution & Documentation
Performing the repair and documenting all work completed, parts used, and labor hours.
Detailed Description of Repair Performed
Labor Hours Used
Mileage at Time of Repair
Parts Replaced (Select All That Apply)
Supporting Photos/Videos (e.g., Damage before/after repair)
Repair Completion Date
Technician Signature
Claim Submission & Validation
Submitting the claim to the warranty provider and validating all information.
Claim Number
Warranty Provider
Submission Date
Summary of Repair Details (for validation)
Supporting Documentation (e.g., Diagnostic Reports)
Claim Status
Authorized Signature (if required)
Claim Payment & Reconciliation
Receiving payment from the warranty provider and reconciling the claim.
Claim Payment Amount Received
Payment Received Date
Payment Reference Number
Payment Notes (e.g., any discrepancies or adjustments)
Labor Hours Billed (for reconciliation)
Parts Cost Billed (for reconciliation)
Payment Method
Accountant/Finance Review Signature
Customer Communication & Follow-up
Keeping the customer informed throughout the process and addressing any concerns.
Initial Contact Date
Summary of Customer Concerns
Communication Method (Initial)
Date of Repair Authorization Notification
Notes from Repair Authorization Communication
Date of Vehicle Ready Notification
Customer Satisfaction Level (Post-Repair)
Additional Comments or Follow-up Actions
Record Keeping & Compliance
Ensuring all records are accurate, complete, and compliant with warranty regulations.
Claim Creation Date
Claim Submission Date
Claim Resolution Date
Claim Number
Notes on Compliance Adherence
Compliance Checklist Completed?
Supporting Documentation (e.g., repair orders, inspection reports)
Authorized Signatory
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