How do I verify that a manufacturer warranty has actually been registered and issued?
In commercial roofing, there is often a significant time gap between the physical completion of the roof and the formal issuance of the manufacturer’s warranty. Decision-makers frequently mistake a contractor’s intent to provide a warranty for the actual existence of one.
The Administrative Gap
For a manufacturer warranty (NDL or otherwise) to be valid, the contractor must submit a notice of completion, pay the manufacturer’s inspection fees, and successfully pass a final inspection by a manufacturer’s technical representative. If the contractor fails to complete this administrative loop, the property owner remains unprotected, even if the materials used were from that manufacturer.
Verification Steps
To ensure the asset is protected, follow these verification protocols:
- Request the Inspection Report: Ask for the manufacturer’s field observer report. This document confirms a technical representative visited the site and approved the installation for warranty issuance.
- Contact the Manufacturer Directly: Do not rely solely on the contractor for status updates. Contact the manufacturer’s regional technical office with your project address to confirm the warranty is 'In-Force.'
- Verify the Serial Number: Every commercial warranty certificate should have a unique identification or serial number. Once received, verify this number against the manufacturer’s internal database.
Accountability in Contracts
Risk can be mitigated by including specific language in the initial agreement that defines 'Substantial Completion' as the point when all manufacturer warranty documents have been received and verified. This ensures that the final retention payment is held until the manufacturer—not just the contractor—has accepted the risk of the installation.
Next step
Confirm that your project closeout requirements include a verified manufacturer inspection report before releasing final retention funds.