Pre-Warranty Expiry Audit — Why It Matters 

A pre-warranty expiry audit is one of the most effective ways to avoid costly surprises. If your building is still under warranty, this issue should be addressed before it is too late. Why is a pre-warranty audit critical? What is reviewed during the audit? What are the real financial benefits? Below is a practical example where tens of thousands of złoty were saved. 

 

Why is a pre-warranty audit so important? 

Consider the following situation: the warranty for technical installations in a building is about to expire. Everything is operating correctly, so there is no cause for concern. A few months later, a ventilation fan fails, and the repair costs tens of thousands of złoty. Could this have been avoided? Yes — through a pre-warranty expiry audit. 

 

A practical example: 

“In one office building, the audit identified excessive vibration in a ventilation fan. The warranty claim was accepted, and the replacement of the component — worth several tens of thousands of złoty — was carried out at zero cost to the owner.” 

Every repair completed free of charge during the warranty period represents a tangible saving. A properly functioning building also means satisfied tenants and a higher likelihood of lease renewals. 

 

Why is the audit often overlooked? 

A pre-warranty audit in commercial real estate seems obvious. In practice, it is very often forgotten or deliberately postponed. As long as everything appears to be working, the issue is pushed aside. Equipment operates, users do not report problems, and there is no immediate pressure to investigate further. The problem only emerges once the warranty expires and, several months later, the first failures occur. At that point, issues that could have been resolved at no cost suddenly generate real expenses. 

 

What does a pre-warranty expiry audit involve? 

In most commercial buildings, warranty periods for equipment, installations and fit-out elements last 12 or 24 months. During this time, the manufacturer or contractor remains responsible for artistry and performance. A pre-warranty audit is a deliberate, thorough technical review of the building at this critical moment — before full responsibility transfers to the owner. 

 

This is not a formal inspection or a box-ticking exercise. It is a genuine technical assessment aimed at identifying early signs of wear and irregular operation. 

 

What is reviewed during the audit? 

Equipment does not have to fail to be problematic. In practice, many components continue to operate but no longer perform correctly. During a pre-warranty audit, the focus is placed on systems critical to the building’s operation, including: 

– air handling units, 

– chillers, 

– pumps, fans, motors and inverters, 

– building automation systems. 

 

We look for symptoms that may appear normal to an untrained eye but in reality indicate future failures, such as: 

– bearing vibration in fans and motors, 

– unusual operating noise, 

– increased power consumption, 

– irregular equipment operation, 

– oil leaks or component overheating. 

 

Why are regular inspections not enough? 

One might argue that periodic inspections should identify such issues. However, if servicing is carried out by the same company that provides the warranty, there is no guarantee that a component will be replaced during the warranty period rather than after it expires. This is why an independent, objective audit conducted at the right time is so important. 

 

The audit also covers building elements. 

A pre-warranty audit should not be limited to equipment and installations alone. Structural and fit-out elements covered by warranty are equally important and often excluded from regular inspections. A good example is window joinery. 

 

In most office, warehouse or service buildings, many windows are rarely opened. They are not adjusted or tested regularly as the building settles and its geometry changes over time. After one or two years, window sashes may begin to rub, close improperly or lose airtightness. 

 

If the warranty is still valid, an audit provides the ideal opportunity to address these issues. A walkthrough of the entire building, opening and assessing every window, often results in a single consolidated warranty claim. The contractor carries out adjustments, improves sealing and replaces minor components — all under warranty, at no cost to the owner. The outcome is improved performance, better airtightness and significantly extended service life. In many cases, replaced elements also receive a renewed warranty, further enhancing operational security. 

 

A real-life example — tangible savings 

A strong example of an effective audit comes from an office building where the audit was commissioned several months before warranty expiry. During the inspection of air handling units, increased vibration in one fan and elevated motor power consumption were identified. From a user perspective, the unit appeared to operate correctly, but the symptoms clearly indicated bearing wear. 

 

The warranty claim was submitted in time, accepted, and a high-value component was replaced. Without the audit, a failure could have occurred months later, with repair costs, downtime and potential tenant complaints borne by the owner or tenants. 

 

 

Impact on energy costs and tenant comfort 

 

It is also worth noting that actions taken during a pre-warranty audit directly affect energy consumption. Proper adjustment of windows, seals and pressure points reduces heat loss in winter and limits the escape of cooled air in summer. Heating and cooling systems operate for shorter periods and at lower loads, resulting in reduced energy use. 

The same applies to technical equipment. Replacing worn bearings and components reduces friction losses, stabilises equipment operation and lowers power consumption. 

 

Summary — the audit as part of an asset management strategy 

 

In today’s high-energy-cost environment, this approach is particularly important. Importantly, the benefits are not limited to the owner. In commercial buildings, energy costs are typically recharged to tenants. Any improvement in energy efficiency translates into lower bills, greater cost predictability and improved comfort for occupiers. 

 

Tenants see that the building is well maintained and managed with a long-term, responsible approach, which directly affects their satisfaction. Satisfied tenants are more likely to extend leases and remain in the building for the long term. 

 

A pre-warranty expiry audit is therefore not a formality or an exercise in “looking for problems”. It represents a conscious, owner-oriented approach to property management. It allows warranties to be fully utilised, unnecessary costs to be avoided, energy efficiency to be improved, and user comfort to be increased. 

 

This practical, experience-based approach — focused on real benefits — should be the standard in modern facility management. It is also worth emphasising that not all defects are visible to building users, despite common assumptions. An experienced FM professional can identify issues before they cause damage — and the more expensive and critical the equipment, the more painful it becomes once the warranty has expired.