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Some form of operational and warranty paperwork accompanies every product we
purchase: TVs, VCRs, stereos, and automobiles. This is also true for HVAC
units.
As individuals, we always strive to save that highly important paperwork in the
most efficient, organized manner, by creating a hanging folder, labeling a
manila file folder, writing the model and serial number in the booklet, saving
a copy of the receipt, and filing it alphabetically in our cabinet for future
reference, should any need occur. This process may be okay for appliances, but
may not be the best course of action when it comes to automobiles or HVAC
equipment.
Normally, HVAC manufacturers place a packet in HVAC units which includes:
1. Multi-Part Warranty Card
2. Warranty Certificate
3. Installation Instructions
4. Maintenance Instructions
5. Unit Parts List
6. Trouble Shooting Guides
These packets are usually placed in the electrical section of the HVAC units.
When we (Modular Manufacturers) purchase HVAC units, what should we do with
these valuable pieces of paperwork? Leave them all in the unit? Remove and keep
them all in our office? Remove and send them separately to the Modular Dealer's
office? We certainly don't want to lose them or throw them away. Do we treat
each piece the same?
Because it offers instructions on how to install and maintain the units, the
literature makes a handy reference when left in the unit electrical section.
The installer must go to the unit electrical section to make the electrical
connection. It is also where a service contractor must go to repair any defects
that may occur. But is everything in the packet needed there?
Lets take a look at each item individually to see who should take what action.
The Multi Part Warranty Card has 2-3 parts to it. This is used to validate your
warranty start date, and you, the Modular Manufacturer, should fill it out and
mail it to the HVAC manufacturer when installing the unit on the building. If
not sent in, the warranty would start at the date the HVAC manufacturer shipped
the unit from their factory. This could shorten the life of your warranty when
your HVAC supplier has held the unit in stock for several months before
shipping it to you. So fill out the warranty card, keep a copy for your files,
provide the Dealer with a copy (if they would like one,) then mail it in. This
card usually has a place for the model and serial number, your name, your
customer's name, and an installation date. This information is enough to
protect your warranty interests.
 The Warranty Certificate
gives some information on the limited warranty of the HVAC unit. This is
valuable to the facilities manager of an end user who purchases the building,
but usually means nothing to a Dealer's lease fleet manager. It probably would
be more valuable to the HVAC service contractors to determine whether or not
the parts they are replacing are under warranty. Different HVAC units have the
different warranties. Some have a one-year on parts, and a 5-year on
compressors. Some have a 5-year on all parts. How would the service contractor
know the warranty terms if the warranty certificate has been removed from the
unit? Additionally, the certificate usually has other information about freight
costs, and other miscellaneous charges. You (the Modular Manufacturer or
Dealer) may be inadvertently invoiced for a service part on a valid warranty
repair only because the service contractor had no way of knowing that the unit
was still within the warranty period.
The Installation Instructions provide information needed by the primary
installer and needed by any service contractors who may be working on the HVAC
unit in the field later on. These instructions should always be left in the
HVAC unit electrical section as a reference in the field.
The Maintenance Instructions may be included in the installation instructions
or they may be separate. They would be valuable to the building occupant / end
user who is responsible for the maintenance. A copy of the Maintenance
Instructions may be provided to the building occupant/end user, but keep the
master set for your files because the building occupants, permanent or
temporary, usually lose this paperwork. It is also a good idea to keep a copy
in the HVAC unit for the service contractor to read.
The Unit Parts List shows the exploded views and part numbers needed by the
service contractor to order repair parts. This should always stay in the
electrical section of the HVAC unit.
The Trouble Shooting Guide helps the service contractor in the event of a
system defect. It gives specific detailed "if this - then that" problem solving
solutions. It is important to leave this guide in the HVAC unit.
To recap, everything but the warranty card should stay in the HVAC unit.
Complete and send the warranty card to the appropriate entities. Be sure to
copy and distribute the other literature as appropriate before returning the
originals to the electrical section of the unit. It's worth the extra effort.
Think of it like the owners manual for your car. If you remove it from the
vehicle then you won't have it when you need it. If you need to know how to
operate the car radio, car jack, or other car electronics, do you want to look
in the glove box, or go home to start looking around on your desk, filing
cabinet, or elsewhere for the manual? The same applies to the HVAC packets in
the HVAC unit on your buildings. With our industry's buildings being very
mobile, most of the HVAC paperwork needs to stay with the HVAC unit.
Your HVAC supplier can assist you with additional copies of the HVAC unit
literature.
Keep up on your paperwork until the next time we meet in . . . The Comfort
Zone.
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