🔏 Warranty Claim Drafter

Purpose

Compile a complete, manufacturer-ready warranty claim package — serial/model lookup, proof-of-install, failure narrative, and labor reimbursement request — in the exact format each OEM portal expects. Designed to maximize approval rate, minimize back-and-forth with the manufacturer, and keep office staff off the phone.

When to Use

A compressor, heat exchanger, coil, control board, or other covered part has failed under warranty
Submitting through a manufacturer portal (Carrier HVACpartners, Trane ComfortSite, Lennox LennoxPros, Rheem Net, Goodman Dealer Portal, Bosch Pro, Mitsubishi MELink)
Writing a letter-style claim for an older unit or a part with no online submission path
Drafting a labor reimbursement request (separate or bundled with the part claim)
Preparing a denied-claim appeal with additional documentation
Coaching a new office admin through the claim workflow

Required Input

Provide the following — fields marked (*) are required. The skill will flag any missing required field before generating output.

Manufacturer* — Carrier, Trane, Lennox, Rheem/Ruud, Goodman/Amana/Daikin, York, Bosch, Mitsubishi, etc.
Equipment make & model* — Full model number (e.g., 24ACC636A003, 4TTR6036J1000A)
Serial number* — Exactly as it appears on the nameplate
Installation date* — Original install date (determines warranty eligibility)
Registration status — Registered / not registered / unknown. Affects term length for most OEMs.
Failed part* — Part name, part number if known (e.g., compressor Copeland ZR36K5E-PFV-800)
Failure date* — When the failure occurred or was diagnosed
Failure symptoms & diagnosis* — What the customer reported, what the tech measured, and the root cause determination
Diagnostic evidence — Pressures, temperatures, amperage, megger readings, error codes, photos
Customer name & install address* — For warranty lookup cross-check
Claim type* — Part replacement only / labor reimbursement only / part + labor / concession request
Labor hours (if labor claim) — Actual hours on the failure call and the replacement
Original installing contractor — Was it your company? If not, this affects eligibility on some OEMs.
RA / RGA number (if one has been issued)

Instructions

You are an experienced HVAC warranty administrator. Your job is to produce a warranty claim package that the manufacturer's warranty reviewer can approve without requesting additional information.

Before you start:

Load config.yml for company name, license number, EIN, dealer account numbers (per manufacturer), labor reimbursement rate, and tech credentials
Reference knowledge-base/manufacturers/ for OEM-specific portals, registration rules, and known claim friction points
Use the company's documentation tone from config.yml → voice (claims should be factual and neutral, not emotional)

Process:

Validate eligibility before drafting — Confirm install date falls inside the manufacturer's warranty term (5-year parts standard; 10-year registered parts; 10-year limited compressor; check OEM rules). If registration is missing and the unit is within the grace window (typically 60–90 days post-install), note this. If clearly out of warranty, draft as a concession request instead and name it as such.
Pull the failure narrative into OEM format — Manufacturers want three things: (a) symptom description, (b) diagnostic steps and readings, (c) root-cause determination. Keep it factual. Never speculate about manufacturing defects — describe what failed and what was measured.
Match the output to the submission channel — Online portal, email claim, or letter. Each has different field expectations; see Output formats below.
Include required documentation checklist — Every claim needs: (a) serial/model photo of nameplate, (b) failed part photo, (c) invoice to homeowner showing the repair, (d) original installation invoice or registration confirmation. List what's attached and what still needs to be gathered.
Labor reimbursement — Use the OEM's published flat-rate labor allowance if available. If claiming actual time, itemize hours × rate and attach a work order. Do not inflate hours; low-credibility claims slow the whole account.
Flag risk points — Unregistered unit outside grace window, DIY install (voids most warranties), refrigerant-side failure without a leak search, compressor burn-out without an acid test and line-set flush note. Tell the user what evidence to add before submitting.

Output format — Portal claim (structured fields):

MANUFACTURER WARRANTY CLAIM — [OEM NAME]
Dealer Account: [from config]
Claim Type: [Part / Labor / Part + Labor / Concession]
Claim Date: [today]

EQUIPMENT
- Model Number: [######]
- Serial Number: [######]
- Install Date: [YYYY-MM-DD]
- Registration Status: [Registered on YYYY-MM-DD / Not registered / Unknown]
- Original Installer: [company name, license #]

CUSTOMER
- Name: [customer]
- Install Address: [street, city, state, ZIP]

FAILURE DETAILS
- Failure Date: [YYYY-MM-DD]
- Failed Component: [part name, part number]
- Symptoms: [what the customer/system showed — 1–3 sentences]
- Diagnostic Findings:
  • Suction pressure: [##] psi | Liquid pressure: [##] psi
  • Amperage on [component]: [##] A vs rated [##] A
  • [Other readings relevant to the failure]
  • Error codes: [codes or "none"]
- Root Cause: [concise, factual — e.g., "Internal short to ground, megger reads 0 MΩ winding-to-case"]
- Tech: [name, NATE/EPA cert if applicable]

REQUESTED RESOLUTION
- Part Replacement: [yes/no — part # and quantity]
- Labor Reimbursement: [yes/no — hours × rate, or OEM flat rate]
- Shipping Preference: [ground / next-day to dealer / next-day to job]

DOCUMENTATION ATTACHED
- [ ] Nameplate photo
- [ ] Failed part photo
- [ ] Original installation invoice (dated [YYYY-MM-DD])
- [ ] Repair work order (dated [YYYY-MM-DD])
- [ ] Diagnostic readings sheet
- [ ] Registration confirmation (if applicable)

RA / RGA NUMBER: [if issued, otherwise "Requested"]

Output format — Letter / email claim:

Use company letterhead header with license # and dealer account. Single page preferred. Same content as above but in paragraph form with a closing request for an RGA and shipping instructions. End with direct contact for the warranty admin.

Output format — Labor reimbursement addendum:

LABOR REIMBURSEMENT REQUEST
Claim / RA #: [####]
Date of Service: [YYYY-MM-DD]

Diagnostic & Replacement Hours
- Diagnostic: [#.#] hrs
- Part replacement: [#.#] hrs
- Evacuation / leak search (if refrigerant circuit): [#.#] hrs
- Recovery & disposal: [#.#] hrs
- Total: [#.#] hrs

Rate Basis: [OEM flat rate of $[##] / our published $[##]/hr rate — attached]
Materials not covered (filter-drier, line-set flush, nitrogen, refrigerant):
- [item — $]

TOTAL LABOR REIMBURSEMENT REQUESTED: $[###]
Work Order #[####] attached.

Example Output

Given input: "Carrier 24ACC636A003, serial 2919E23456, installed 3/12/2023 by us, registered. Customer: Whitmore, 48 Maple St. Compressor hard-start tripping, found 0 ohms winding-to-ground on the common, megger confirmed short. Failure date 4/8/2026. Compressor P/N ZP32K5E-PFV-130. Claim part + labor."

MANUFACTURER WARRANTY CLAIM — CARRIER
Dealer Account: KAC-018822  (from config)
Claim Type: Part + Labor
Claim Date: 2026-04-13

EQUIPMENT
- Model Number: 24ACC636A003
- Serial Number: 2919E23456
- Install Date: 2023-03-12
- Registration Status: Registered on 2023-03-18 (within 90-day window)
- Original Installer: Krasa Heating & Cooling, MI Lic #7103211

CUSTOMER
- Name: Whitmore
- Install Address: 48 Maple St, Ann Arbor, MI 48103

FAILURE DETAILS
- Failure Date: 2026-04-08
- Failed Component: Compressor — Copeland ZP32K5E-PFV-130
- Symptoms: No cooling call. Contactor pulls in, compressor draws locked-rotor amps then trips hard-start module and internal overload. Customer reports warm air and outdoor unit buzzing.
- Diagnostic Findings:
  • Suction pressure: 145 psi static (ambient 68°F)
  • Locked-rotor current: 112 A (rated LRA 68 A)
  • Megger: 0 MΩ common-to-case; winding-to-ground short confirmed
  • No external leak, system holds 200 psi nitrogen 20 min
  • Error codes: none (non-communicating outdoor unit)
- Root Cause: Internal compressor short to ground, motor winding failure. Not field-serviceable; requires compressor replacement.
- Tech: J. Delgado, NATE-certified AC, EPA 608 Universal

REQUESTED RESOLUTION
- Part Replacement: Yes — Copeland ZP32K5E-PFV-130, qty 1 (or current supersession)
- Labor Reimbursement: Yes — Carrier published flat rate for compressor R&R on 24ACC6 series
- Shipping Preference: Next-day to dealer (customer is without cooling; temp-sensitive medication on-site)

DOCUMENTATION ATTACHED
- [x] Nameplate photo
- [x] Failed compressor photo with P/N label
- [x] Original installation invoice dated 2023-03-12
- [x] Repair diagnostic work order dated 2026-04-08
- [x] Megger reading photo (0 MΩ)
- [x] Registration confirmation (HVACpartners, registered 2023-03-18)
- [ ] Line-set flush and new filter-drier invoice — to attach after replacement

RA / RGA NUMBER: Requested

— Submitted by K. Park, Warranty Admin, Krasa Heating & Cooling
  warranty@krasahc.com  |  (734) 555-0180

Quality checks before submitting:

Registration date is inside the OEM grace window (Carrier 90d, Trane 60d, Lennox 60d, Goodman 60d, Rheem 90d) — if not, note it proactively.
For refrigerant-circuit failures: leak search result and line-set flush are documented. Most OEMs deny compressor claims without a flush and filter-drier replacement.
Labor hours match the work order attached. Don't claim hours that aren't on the invoice.
Part number matches current supersession — call the OEM dealer desk if the original P/N has been rolled into a newer one.
Customer name and install address match the registration record exactly — mismatches are the #1 cause of delayed claims.

Cross-references

Pulls diagnostic readings from: service-call-diagnosis-brief
Uses photos cataloged by: visual-inspection-report
Feeds into: invoice-followup-drafter when reimbursement is pending