Warranty and Service Entitlement Recovery Playbook

Warranty and entitlements are not savings until you enforce them.

This playbook installs controls so you stop paying for:

• repairs that should be warranty claims
• parts that should be covered by service terms
• labor that is out of policy

It also installs recovery steps to get money back when you already paid.

What you will produce

1. Entitlement lookup checklist
2. Repair approval gates
3. Warranty claim workflow
4. Recovery dispute templates
5. A monthly recovery tracker

Step-by-step implementation

Step 1: Centralize warranty and entitlement info

If you cannot find coverage quickly, you will not use it.

Step 2: Add an approval gate for out-of-policy work

Out-of-policy work should require approval before it happens.

Step 3: Standardize warranty claims

Claims should be consistent and fast.

Step 4: Recover money when vendors overcharge

Recovery is a process, not a hope.

Templates

A) Entitlement check (copy and paste)

Copyable template (TEXT)
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Entitlement Check

Asset:
Serial number:
Vendor:
Service contract ID:

Coverage:
- Parts covered: [yes/no]
- Labor covered: [yes/no]
- Travel covered: [yes/no]
- Exclusions:
- Expiration date:

Decision:
- Warranty claim required
- Entitlement applies
- Out of policy, requires approval

B) Out-of-policy approval request (copy and paste)

Copyable template (TEXT)
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Out of Policy Repair Approval

Asset:
Issue:
Estimated cost:
Why warranty or entitlement does not apply:
Risk of delay:
Approver:
Decision:

C) Warranty claim submission (copy and paste)

Copyable template (TEXT)
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Warranty Claim Submission

Vendor:
Asset and serial:
Failure description:
Evidence attached:
Requested action:
Submitted by:
Date:

D) Recovery email template (copy and paste)

Copyable template (TEXT)
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Subject: Request for credit due to entitlement coverage

Hi [Name],

We reviewed Invoice [#] and believe charges should be covered under warranty or service entitlement.

Details:
- Asset:
- Coverage:
- Charge in question:
- Amount:

Please issue a credit or confirm next steps for resolution.

Thank you,
[Name]

E) Monthly recovery tracker (copy and paste)

Copyable template (TEXT)
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Warranty and Entitlement Recovery Tracker

| Month | Claims submitted | Credits received | Dollars recovered | Top issue | Prevention action |
| ----- | ---------------- | --------------- | ----------------: | -------- | ---------------- |

Common failure modes

• entitlement information exists but is hard to find
• approvals happen after work is completed
• recovery is not tracked, so vendors delay without consequence