A warranty certificate is the proof that a specific product is covered, for how long, and by whom. It is what an owner reaches for when something breaks and what your support team checks the claim against. A good one is short, names the exact product and serial number, and says in plain words how to claim.
Copy the template below, replace the [bracketed] variables, and adjust the coverage wording to your own warranty terms.
The warranty certificate template
These are the fields every certificate needs.
| Field | Required | Note |
|---|---|---|
| Certificate number | Yes | Unique, so claims can quote it |
| Product name and model | Yes | Exactly as sold |
| Serial number | Yes | Ties the certificate to one unit |
| Purchase date | Yes | Starts the coverage clock |
| Retailer | Yes | Where it was bought |
| Owner name | Yes | Person the certificate is issued to |
| Coverage period | Yes | Start and end dates, not just "2 years" |
| What's covered | Yes | Short summary, plus link to full terms |
| How to claim | Yes | Link or email, and what to have ready |
| Issued by | Yes | Company name, address, contact details |
| Issue date | Yes | When the certificate was created |
Here is the copy-paste text:
Warranty Certificate
Certificate number: [Certificate number]
Issue date: [Issue date]Product: [Product name and model]
Serial number: [Serial number]
Purchase date: [Purchase date]
Purchased from: [Retailer]
Owner: [Owner name]Coverage: [Warranty length, for example 2 years] from [Start date] to [End date].
What is covered: [Summary, for example defects in materials and workmanship under normal use]. [Summary of main exclusions, for example accidental damage and normal wear]. The full warranty terms are at [Link to warranty terms].
How to make a claim: Go to [Claim link] or email [Support email]. Have your certificate number and serial number ready, and describe the problem with photos if you can.
Issued by: [Company name], [Company address], [Support email], [Phone number]
This certificate does not affect your statutory rights.
The last line matters: a commercial warranty sits on top of the rights consumers already have by law, and the certificate should not suggest otherwise. If you are still writing the terms the certificate points to, start with our warranty policy template.
Warranty card template
The warranty card is the printed version that goes in the box. It is shorter than the certificate, and it traditionally includes a mail-back registration section. We suggest replacing the mail-back card with a QR code on the quick-start card or in the manual. The owner scans it, registers in a minute, and gets the warranty certificate straight away. Nothing gets lost in the mail, and you get the serial number and purchase date in a form you can search.
Copy for the card:
Your warranty
Your [Product] is covered by a [2-year] limited warranty from the date of purchase.
Scan to register your [Product] and get your warranty certificate. It takes about a minute, and it makes any future claim faster.
Keep your receipt. Full terms: [Link to warranty terms]
Questions? [Support email]
Keep registration optional for coverage. Under the US Magnuson-Moss Warranty Act, a full warranty cannot make coverage depend on returning a registration card, and a limited warranty that does must say so clearly. In the EU, the legal guarantee of conformity applies whether or not the customer registers. Ask for registration because it helps the owner, not because the warranty depends on it.
Warranty letter template
A warranty letter confirms coverage in writing. Brands send one after a purchase, or after a repair or replacement when coverage continues or is extended. It is usually an email.
Subject: Your [Product] warranty confirmation
Hi [Owner name],
This confirms that your [Product], serial number [Serial number], is covered by our [warranty length] warranty from [Start date] to [End date].
[If after a repair or replacement:] Following the [repair/replacement] completed on [Date], your warranty continues until [End date]. [Replacement units: The replacement unit's serial number is [New serial number].]
If anything goes wrong with your [Product], contact us at [Support email] or go to [Claim link] and quote this email or your certificate number, [Certificate number]. The full terms are at [Link to warranty terms].
Kind regards,
[Name], [Company name]
Paper or digital?
Paper certificates fail in a predictable way: the product is used for two years, the warranty is needed, and the paper is gone. The owner then has to dig out a receipt, and your team has to check it by hand.
A digital certificate tied to the serial number is still there when the claim arrives. Your team can look up the product, see the coverage dates and see whether anything has changed. If you replace a unit or extend coverage, the record can change with it, which a paper copy cannot do. If you still ship a paper card, use it to point at the digital one.
Issue certificates automatically
With Veribl, when an owner registers by scanning the QR code on the quick-start card or in the manual, the warranty starts and a warranty certificate is created for that product and serial number. The owner can open it from their product page, and any later claim is checked against it, so nobody has to find a receipt or retype a serial number.
See how it works in product registration, or use our warranty policy template and warranty claim form template to complete the set.