Free Warranty and Purchase Tracker: Warranty Log for Appliances and Electronics, Return and Refund Tracker, and a Big Purchase Record (PDF, Word, Excel)

What is on the warranty and purchase tracker

Model and serial number

Usually on a sticker inside the door, on the back or under the base. Take a photo of it; you will need both for any warranty claim or recall.

Warranty length and expiry

Write the actual expiry date, not just "1 year". Some parts (compressors, heat exchangers, motors) have much longer cover than the rest.

Extended or card cover

Store protection plans, manufacturer extensions, and the extra year some credit cards add to the manufacturer's warranty.

Return by and still owed

On the return tracker, the last day to return and the refund still outstanding. Excel totals what you are still owed.

Keep for

On the purchase record, why the record matters: insurance, a tax credit, business use, resale or the warranty.

Keeping warranty information where you can find it

Each time you buy an appliance, electronics or anything with a warranty, take two photos (the receipt and the model and serial label) and add a line to the log. Keep the paper receipt and manual in one folder and the photos in one cloud folder. Register products with the manufacturer: it is rarely required for the warranty itself, but it means you hear about recalls. Write the exact expiry date, and add a reminder a month before it ends to check the item over while it's still covered. Many credit cards extend the manufacturer's warranty by a year if you paid with the card, so note which card was used.

Making a warranty claim

Contact the manufacturer (or the store, for a store plan) with the model number, serial number, purchase date and proof of purchase. Describe the fault simply and say when it started. For large appliances a technician usually visits; ask whether parts and labor are both covered, as labor often ends sooner. Keep a note of the claim number, the date and who you spoke to. If the item is out of warranty but failed early, it's still worth asking politely; goodwill repairs happen more often than people think.

Tracking online returns and refunds

Online shopping makes returns routine, and refunds that never arrive are easy to miss. Write each return the day you decide to send it back, with the return-by date, how it goes back (store, drop-off point, mail label) and the tracking number. Keep the drop-off receipt till the refund appears on your statement. Holiday purchases often have an extended return window into January. If a refund hasn't arrived within the time the store promised, contact the store with the tracking number; if that fails, card issuers can usually help with a dispute.

Why keep a record of major purchases

An insurer will ask for proof of value after a theft or a fire. A buyer will ask for the receipt and service history. Your tax preparer may need prices and dates for energy-efficiency credits, home improvements that add to the home's cost basis, or equipment used for business. The purchase record keeps all of these in one place for the year. Pair it with the home inventory, which lists everything room by room, and photograph valuable items. For a business, record laptops and phones on the IT asset inventory too. This is a record-keeping tool; for tax treatment of a purchase, ask a tax professional.

Editing the files

The PDFs are fillable. The Excel versions total the value of items, refunds still owed, and prices and sales tax on the purchase record; sort them by expiry date or return date. Rename columns in Excel or Word to suit, for example adding a "location" column for a rental property.

Questions

What information do I need for a warranty claim?

The model and serial number, the purchase date and proof of purchase (receipt or order confirmation), and a clear description of the fault.

Where do I find the serial number?

Usually on a label inside the door, on the back or under the base of an appliance, in the settings of electronics, or on the original box.

Do I have to register a product for the warranty to work?

Usually not, but registering means the manufacturer can contact you about recalls and it can speed up a claim.

Do credit cards extend warranties?

Some do, often adding a year to the manufacturer's warranty if you paid with the card. Check your card's benefits guide.

How long should I keep receipts for major purchases?

At least as long as the warranty and as long as you own the item; longer if it matters for insurance, taxes or resale.