A warranty tracker keeps closeout from becoming a last-week hunt. Each row is a document you owe: which system, which sub, when you asked, whether the PDF is actually in the folder, and whether the owner’s name on the document is even correct.

This is a collection tracker, not legal advice about coverage, duration, or when risk transfers. Read the warranty and the contract, and talk to a construction attorney when the coverage matters.

The working template is in templates/H7-11-warranty-tracker-template.md. The longer habits are in “Warranties, Attic Stock, and the Handoff to the Owner,” “Assembling O&M Manuals Without a Last-Month Scramble,” and the closeout checklist (Closeout Checklist).

Procore can facilitate a closeout checklist and a place to upload warranties. A spreadsheet and a 12_Closeout folder in Google Drive or Dropbox do the same job, as long as someone actually requests the documents early.

What is in the template

Warranty columns include the spec section, the system or product, the trade, what the contract actually requires, date requested, date received, whether the document is complete, whether the owner name is correct, any start or expiration date stated on the document, the PDF path, and notes. A second, optional tab tracks attic stock or extra material: required quantity, quantity turned over, location, date, who signed, and a photo path. Example rows are samples, not from a named client.

How to run it

  1. Start from the contract and the specs, not from memory. AI can draft a first list, but a person still has to check it. See Building a Closeout Package With AI — and What It Will Miss.
  2. Request the warranty while the sub is still on site. A promise is not a file.
  3. Check the name on the document before you call the row closed.
  4. Keep a copy in your closeout folder even after you deliver or upload the package.

If you want help, I can include this tracker in closeout prep, or in a retainer that already keeps the job file. I do not interpret coverage. The files stay yours.

If you want help, not just a checklist

Some jobs run fine on a clean file and a superintendent who gives the log fifteen minutes twice a week. Others do not: revisions are moving fast, closeout is already behind, or the field simply has no hours left for paperwork.

That is where I come in. I set up the job file, run the logs on a retainer, or prepare closeout before the scramble starts. Your files stay yours, and there is no software contract to sign.

Email travis@builtonrecord.com Get the free Job File Kit