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Warranty on a repair: how long to give and how to write it on the receipt

Updated 20 October 2026 · 2 min read

When a customer comes back saying the phone has stopped again, the warranty you wrote decides what happens. If it is clear, the case closes in five minutes; if it is vague, it becomes an argument. Here is how to set it up simply and fairly.

1. Two different warranties

The one the maker or seller gives on the device (the legal or commercial guarantee) is one thing; the one you give on your repair work is another. Do not mix them on the receipt: always write that your warranty covers the job you did.

The rules on the legal guarantee of products and how they apply to repairs differ from country to country: ask your adviser or accountant what applies in your case.

2. How long to give

There is no right length for everyone. Many shops give three to twelve months on the part and the labour, with shorter periods for low-quality parts. Choose a period you can keep and use it every time: a warranty longer than your competitors' is also a selling point.

3. What it covers and what it does not

  • Covers: the part replaced and the work done, if it fails during the period without fault of the customer.
  • Does not cover: new damage (drops, liquids, knocks), faults in parts you did not touch, work done by others after you.
  • If the device had other faults on arrival, write them on the receipt so they are not mistaken for your fault.

4. How to write it on the receipt

One sentence is enough: length, what it covers and what it does not, and the date it starts, for example «12-month warranty on the replaced part and labour, from the hand-back date; does not cover drop or liquid damage». Have it signed with the rest of the conditions and give the customer a copy.

Write the expiry date on the hand-back receipt: the customer sees it and you do not have to count from memory.

5. When the customer comes back

  • Check the date and the original receipt at once.
  • Look at the device with the customer: signs of drops or liquids show; point them out calmly.
  • If the fault is covered, repair it free and without arguing: a customer treated well tells others.
  • If it is not covered, explain why and make a new quote.

Keeping the dates at hand

The hard part is finding the sheet and working out the expiry. Repair shop software such as Fixverso writes the warranty expiry on the hand-back receipt and, when you check a device in, tells you whether the previous repair is still under warranty.