Sales Product Warranty Request

Warranty claims submitted by email or phone give the service team inconsistent information to work with. Product details are incomplete. Serial numbers are missing. The nature of the issue is described vaguely. Whether the customer is requesting a repair or a replacement is unclear until follow-up. And when a supervisor needs to review and authorize the claim, the approval happens informally — with no documented decision stored alongside the original request.

The Sales Product Warranty Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured warranty claim form that captures all the information needed to assess and process a claim — from product identification and purchase details through to issue description, repair or replacement preference, supporting documentation, and supervisor authorization — with every submission stored as a complete record in SharePoint.

How it works

Claimant and contact details

The form captures the claimant's full name, email address, phone number, and department alongside their preferred contact time — ensuring the service team can reach the right person through the right channel at a time that works for them, without a separate follow-up to gather basic contact information.

Product identification

A dedicated product section captures the product name, serial number, purchase date, and place of purchase. The serial number and purchase date are the two pieces of information most critical to verifying warranty eligibility, and capturing them in structured columns makes it straightforward to filter and validate claims without manual cross-referencing.

Issue description and documentation

The form includes fields for describing the issue and adding any additional comments the claimant believes are relevant to the assessment. A file upload field allows photos or supporting documents to be attached directly to the claim — giving the service team a visual or documented record of the fault without requiring a separate email attachment.

Repair and replacement preferences

Two dedicated columns capture whether the claimant is requesting a repair, a replacement, or both. Structured capture of these preferences at the point of submission gives the service team an unambiguous action to assess — without having to infer the customer's preferred outcome from a free-text description. A shipping address field captures the delivery destination for any replacement, ensuring logistics are documented within the claim record from the outset.

Supervisor approval

The form includes a supervisor approval section that captures the authorization decision and the reason for approval or rejection. This structured approval record is stored within the same SharePoint claim record — creating a documented chain from submission to decision without a separate email or verbal authorization.

What you get

• A structured warranty claim form capturing claimant contact details, preferred contact time, and department
• Product name, serial number, purchase date, and place of purchase for warranty eligibility assessment
• Issue description, additional comments, and photo or document upload linked directly to the claim record
• Separate repair and replacement preference columns with a shipping address field for replacement delivery
• Supervisor approval section with decision and reason for approval or rejection stored within the same record
• Every claim stored as a complete, searchable record in a standard SharePoint list
• Configurable product categories, approval workflow, and columns to match your warranty claim process
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Sales Product Warranty Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All warranty claim records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.