Warranty Management: Safeguarding Your Building After Handover

Warranty Management: Safeguarding Your Building After Handover

A project may be completed and handed over, but the building’s journey is just beginning. One of the most critical aspects of post-handover support is ensuring that every installed system, material, or component is protected—this is where warranty management becomes essential.

Warranty management is not just a matter of record-keeping—it’s a proactive process that safeguards your project’s long-term performance, limits liability, and enhances client trust. Let’s explore its role in the post-construction phase, why it matters, and how to manage it effectively.

What Is Warranty Management?

Warranty management is the systematic process of tracking, organizing, and activating warranties for all equipment, fixtures, materials, and systems used in a construction project. It involves:

• Collecting warranty certificates from vendors

• Tracking expiration dates and terms

• Managing claims and replacements

• Coordinating with vendors and service providers

• Ensuring compliance during the defect liability period (DLP)

It plays a vital role in occupancy readiness and ongoing post-handover support.

Why Warranty Management Is Critical Post-Handover

Even with a smooth final handover and detailed inspections, issues can emerge during real-time building use. Warranty management:

• Ensures quick and cost-free resolution of product faults

• Reduces repair and replacement expenses

• Enhances operational efficiency

• Avoids confusion or disputes between stakeholders

• Maintains documentation for compliance audits

It also helps facility managers and building owners make informed decisions on whether to repair, replace, or upgrade.

Common Items That Require Warranty Tracking

Each item will have a unique warranty duration and conditions.

Warranty vs. Defect Liability Period (DLP)

Proper warranty management complements DLP by handling component-specific problems, especially after client takeover.

Key Steps in Warranty Management

1. Document Collection at Handover

During building commissioning and handover process, collect:

• Warranty certificates

• Service contracts

• Installation and operation manuals

• Contact details of authorized service centers

2. Digital Warranty Tracking

Use FM or project management software to:

• Store documents securely

• Set reminders before expiry

• Track usage and claims

• Link warranties to asset tags or QR codes

3. Training and Handover to FM Team

Educate facility managers on:

• Warranty claim procedures

• Inclusions/exclusions in warranty terms

• Authorized service contacts

• Preventive maintenance schedules

4. AMC Integration

For critical systems like HVAC or lifts, integrate Annual Maintenance Contracts (AMCs) post-warranty to ensure uninterrupted service.

5. Monitor Usage and Report Issues Promptly

Regular inspections can reveal potential issues early, allowing timely warranty claims before expiry.

Challenges in Warranty Management (and Solutions)

A proactive and organized approach avoids these pitfalls.

AMS India’s Warranty Management Expertise

At AMS India, we don’t just hand over buildings—we ensure our clients are empowered to manage them confidently. Our warranty management support includes:

• End-to-end documentation during handover

• Digital logs of warranty periods and vendor details

• Timely coordination for claims and replacements

• Seamless transition into AMC or FM service packages

Contact AMS India for smart, structured, and stress-free warranty management solutions.

Government Resource

For official guidance on warranty terms in public projects, refer to the CPWD General Conditions of Contract, which outlines vendor and contractor obligations for Indian infrastructure projects.