The Forgotten Phase: Why Warranty Management Deserves More Attention

In construction, a project’s success is often measured by meeting schedule milestones, controlling costs, and delivering a quality build. But there’s one critical phase that too often gets overlooked - the warranty period. 

 

Once the keys are handed over, many project teams shift focus to the next job, assuming their responsibility ends at substantial completion. But for the client, this is the beginning of the building’s real-life performance. Warranty management isn’t just a contractual obligation - it’s an opportunity to reinforce trust, improve long-term relationships, and reduce risk for everyone involved. 

So why is this phase so frequently forgotten? 

1. Competing Priorities After Project Closeout

As projects wrap up, project teams are typically already knee-deep in new work. With stretched bandwidth and competing deadlines, warranty follow-ups can fall through the cracks - especially if there’s no clear system in place to manage them. 

Many contractors rely on emails, spreadsheets, or memory to track warranty issues - methods that lack visibility, accountability, and consistency. This leads to missed requests, delayed responses, and frustrated clients. 

2. Lack of Ownership and Visibility

One of the biggest challenges with warranty management is that it’s not always clear who owns it. Is it the project manager? The service department? Operations? Without a designated owner or system, warranty tickets often go unassigned or unacknowledged. 

Additionally, clients or facility managers may not know where or how to submit warranty requests, leading to disorganized communication and misplaced expectations. 

3.   Impact on Reputation and Repeat Work 

Warranty management is one of the final touchpoints a customer will have with your company. A smooth and responsive experience can build trust and pave the way for future projects. A poor experience - unresponsiveness, unclear timelines, or unresolved issues - can tarnish the relationship and jeopardize your chance at repeat business or referrals. 

In today’s competitive landscape, how you handle the quiet phase after turnover can say just as much about your company as how you managed construction.  

4.  A Missed Opportunity for Insight and Improvement

Warranty requests often reveal patterns: recurring product issues, installation flaws, or design oversights. But without structured tracking, that data is lost. A proper warranty system provides insights that can help you refine future scopes, subcontractor selection, or material specifications - reducing long-term risk. 

Rethinking the Role of Warranty Management:

It’s time to stop treating warranty management as an afterthought. Instead, view it as: 

• A client-facing service that shapes your reputation

• A feedback loop that improves future delivery

• A risk-management tool that protects your brand

How Closeout Pro Helps:

Closeout Pro gives contractors and facility teams the tools they need to manage warranty issues efficiently and transparently. From centralized ticket tracking and automated notifications to clear assignment and response timelines, our platform helps ensure nothing slips through the cracks. Subcontractors and owners stay informed, accountability is built in, and clients feel supported long after handover. 

A successful project closeout does not end with project handover - true closeout means seeing your warranty period through. Closeout Pro helps you stay accountable and finish strong.