Warranty claim letter for repair, replacement or a refund
Your washing machine stopped working after eight months and the store sends you to the manufacturer, who sends you back. This prompt has your todo.is agent read the warranty terms you attach or find online, then write a warranty claim letter with the product details, the fault, proof of purchase and the remedy you want.
The prompt
- Write a warranty claim letter to [MANUFACTURER OR SELLER] for my [PRODUCT, MODEL AND SERIAL NUMBER], bought on [PURCHASE DATE] from [WHERE YOU BOUGHT IT]. The fault: [WHAT IS WRONG AND WHEN IT STARTED]. I want [REPAIR, REPLACEMENT OR REFUND]. Read the warranty terms in [ATTACHED WARRANTY OR PRODUCT PAGE LINK] and quote the clause that covers this. Also check if my country's consumer law gives me rights beyond the warranty: I am in [COUNTRY OR STATE]. Formal, under 300 words, with a list of attachments. Word and PDF, plus an email version with a subject line.
What to change
- [MANUFACTURER OR SELLER]: E.g. "Kelvo Appliances" or the store if the warranty is through them.
- [PRODUCT, MODEL AND SERIAL NUMBER]: E.g. "Kelvo WM-800 washing machine, serial KV8-2025-11934". Usually on a sticker on the back or base.
- [PURCHASE DATE]: From your receipt, e.g. "15 February 2026".
- [WHERE YOU BOUGHT IT]: E.g. "HomeHub, Leeds branch" or "Amazon".
- [WHAT IS WRONG AND WHEN IT STARTED]: E.g. "drum stopped spinning on 2 October; error code E21 shows".
- [REPAIR, REPLACEMENT OR REFUND]: What you want first, e.g. "free repair, or replacement if it cannot be fixed".
- [ATTACHED WARRANTY OR PRODUCT PAGE LINK]: Attach the warranty card or receipt, or paste the warranty page link.
- [COUNTRY OR STATE]: E.g. "UK", "Ireland", "California".
Example result
- Warranty claim letter
- Helen Ward
- 14 Grange Road, Leeds LS6 2AB
- helen.ward@example.com | 07700 900412
- 9 October 2026
- Kelvo Appliances, Customer Care
- Re: Warranty claim for Kelvo WM-800 washing machine, serial KV8-2025-11934
- Dear Customer Care team,
- I bought a Kelvo WM-800 washing machine from HomeHub in Leeds on 15 February 2026. A copy of the receipt is attached.
- On 2 October 2026 the drum stopped spinning in the middle of a cycle, and the display now shows error code E21. I have followed the troubleshooting steps in the manual (checked the filter, restarted the machine and ran an empty cycle) and the fault continues. The machine has only been used for normal household washing.
- Your warranty states: "Kelvo guarantees this product against defects in materials and workmanship for 2 years from the date of purchase, covering parts and labour." The fault appeared about 8 months after purchase and is covered.
- Please arrange a free repair at my home. If the machine cannot be repaired, I ask for a replacement of the same model or equivalent.
- I am available for an engineer visit on weekdays after 2 pm. Please reply within 14 days to confirm the next steps.
- Yours sincerely,
- Helen Ward
- Attachments
- 1. Receipt from HomeHub dated 15 February 2026
- 2. Photo of the serial number label
- 3. Short video of the error code E21
- Your rights beyond the warranty
- In the UK, the Consumer Rights Act 2015 says goods must be of satisfactory quality and last a reasonable time. Your claim against the seller can apply even when a manufacturer warranty is limited. Many other countries have similar rules. Your agent links to the official guidance for your country.
- Where to find model and serial numbers
- • Washing machines: inside the door rim or on the back
- • Phones and laptops: settings menu or under the device
- • Furniture and bikes: a label underneath or on the frame
How to do it with todo.is
- Copy the prompt and fill in the product, the fault and what you want.
- Paste it on the todo.is Today screen and attach your receipt, warranty card and a photo or video of the fault.
- Your agent reads the warranty, checks your consumer rights and writes the letter and an email.
- If they do not answer, ask your agent for a firmer follow-up or a letter to the seller instead.
Tips for a better result
- Include the model and serial number. Without them, most claims stall at the first reply.
- Show that you followed the manual's troubleshooting steps. It answers their first question.
- Attach a short video of the fault. It often avoids an extra inspection visit.
- Keep the warranty in force: do not open the device or let an unauthorized shop repair it first.
- Ask your agent to remember your appliances and their purchase dates, so future claims take seconds.
warranty claim letter: FAQ
- What should a warranty claim letter include? Your contact details, the product name, model and serial number, purchase date and place, a clear description of the fault, the warranty clause, the remedy you want and a list of attachments.
- Should I claim from the manufacturer or the store? It depends on the warranty and your country. In many places you also have legal rights against the seller, separate from the manufacturer's warranty.
- What if my warranty has expired? You may still have rights under consumer law if the product failed sooner than it reasonably should. Check your country's consumer agency.
- Can my agent find the warranty terms online? Yes. Give it the brand and model and it searches the manufacturer's site, then quotes the terms with a link.
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