How to Write a Warranty Letter

by Natalie Smith; Updated September 26, 2017
Businessman using smart phone

Whenever you purchase an electronic or household item, look for the warranty letter that is bundled in the packaging if a warranty is offered by the manufacturer. The purpose of the warranty letter is to notify the consumer of the terms of the warranty, such as which parts are covered and the terms and conditions of that coverage, as well as the length of the warranty and whom to contact to collect on the warranty if necessary.

Step 1

Identify the letter's purpose in bold letters across the top of the page. Type "Letter of Warranty" at the top of the letter so that customers will notice the title immediately.

Step 2

Explain the purpose of the warranty letter. In the first paragraph, identify the product and model number and if the warranty is limited, or only covers certain parts, or if it is all-inclusive. State the time frame for the warranty.

Step 3

Detail the terms and conditions of the warranty. For example, if the warranty only covers "normal usage," define normal usage. If the warranty is only valid for a certain number of miles, define that number. Explain under which conditions the warranty will become null and void. Date the letter.

Step 4

Tell customers that they must contact you (the manufacturer) to report any defects; give them the contact information and the hours and days of operation for the call center.

Step 5

Thank the customers for their business. No signature is needed.

Warnings

  • Warranties are legal contracts between the consumer and the manufacturer. Have a lawyer who specializes in warranties and liability law examine the letter of warranty before you include it with any products to ensure that it complies with local, state and national laws.

About the Author

Natalie Smith is a technical writing professor specializing in medical writing localization and food writing. Her work has been published in technical journals, on several prominent cooking and nutrition websites, as well as books and conference proceedings. Smith has won two international research awards for her scholarship in intercultural medical writing, and holds a PhD in technical communication and rhetoric.

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