Warranty claim form that shows the fault and the purchase

A warranty claim usually starts as "it broke". Then come the questions: which product, when bought, what happened. I would rather have the answers waiting in one list when I open the claim.

What does a claim need to show?

Three things. The purchase: date, place and order or receipt reference. The product: model and serial number. The fault: its type, a description, when it began and what the customer already tried. A link takes the place of photo uploads.

What if the paperwork is missing?

Purchase date and fault description are required. The receipt number stays optional, because people lose receipts. Check each row against your own order records and set your own rule for a missing reference. This is a form, not legal advice. Have a professional check your warranty wording.

How does a customer's AI help?

It asks "Which product is it?" Then "When did you buy it?" Then "What have you already tried?" It shows all answers and sends only after a yes. See agent-fillable forms.

Goods that broke in transit fit a damaged item report better. A waitlist holds customers who wait for a replacement. More ideas are in forms for Ecommerce and Shopify stores.

Questions

How do I find a batch fault?

Download the CSV and group rows by product and fault type. If many claims share a model and a fault, raise it with your supplier.

Can customers send photos?

Not as files. The form takes a link to photos or video stored elsewhere. Ask customers to share the link so that you can open it.

Does the form decide if a claim is covered?

No. It collects facts only. You compare the purchase date and the fault with your own warranty terms, then decide.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Start a warranty claim",
  "description": "Sorry your product let you down. Tell us what happened and we will review your claim and reply.",
  "fields": [
    {
      "id": "claimant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "claimant_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "claimant_phone",
      "label": "Phone, if you prefer a call",
      "type": "phone"
    },
    {
      "id": "product_model",
      "label": "Product name or model",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "serial_code",
      "label": "Serial number",
      "type": "short_text",
      "help": "Usually printed on the product or its box.",
      "max_length": 100
    },
    {
      "id": "bought_on",
      "label": "Date you bought it",
      "type": "date",
      "required": true
    },
    {
      "id": "bought_from",
      "label": "Where did you buy it?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "receipt_reference",
      "label": "Order or receipt number",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "fault_type",
      "label": "What kind of problem is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "It will not turn on or start",
        "It stopped working",
        "A part is broken",
        "It works badly",
        "Cosmetic damage",
        "Something else"
      ]
    },
    {
      "id": "fault_story",
      "label": "Describe the problem",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "fault_first_seen",
      "label": "When did it start?",
      "type": "date"
    },
    {
      "id": "already_tried",
      "label": "What have you already tried?",
      "type": "multi_choice",
      "options": [
        "Restarted or reset it",
        "Checked the manual",
        "Replaced a battery or part",
        "Contacted the seller",
        "Nothing yet"
      ]
    },
    {
      "id": "fault_media_link",
      "label": "A link to photos or a video of the fault",
      "type": "url",
      "help": "Store the files online and paste the link."
    },
    {
      "id": "wanted_fix",
      "label": "What would you like?",
      "type": "single_choice",
      "options": [
        "A repair",
        "A replacement",
        "I am not sure"
      ]
    },
    {
      "id": "claim_accurate",
      "label": "I confirm these details are correct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Start a warranty claim","description":"Sorry your product let you down. Tell us what happened and we will review your claim and reply.","fields":[{"id":"claimant_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"claimant_email","label":"Your email","type":"email","required":true},{"id":"claimant_phone","label":"Phone, if you prefer a call","type":"phone"},{"id":"product_model","label":"Product name or model","type":"short_text","required":true,"max_length":200},{"id":"serial_code","label":"Serial number","type":"short_text","help":"Usually printed on the product or its box.","max_length":100},{"id":"bought_on","label":"Date you bought it","type":"date","required":true},{"id":"bought_from","label":"Where did you buy it?","type":"short_text","max_length":200},{"id":"receipt_reference","label":"Order or receipt number","type":"short_text","max_length":100},{"id":"fault_type","label":"What kind of problem is it?","type":"single_choice","required":true,"options":["It will not turn on or start","It stopped working","A part is broken","It works badly","Cosmetic damage","Something else"]},{"id":"fault_story","label":"Describe the problem","type":"long_text","required":true,"max_length":2000},{"id":"fault_first_seen","label":"When did it start?","type":"date"},{"id":"already_tried","label":"What have you already tried?","type":"multi_choice","options":["Restarted or reset it","Checked the manual","Replaced a battery or part","Contacted the seller","Nothing yet"]},{"id":"fault_media_link","label":"A link to photos or a video of the fault","type":"url","help":"Store the files online and paste the link."},{"id":"wanted_fix","label":"What would you like?","type":"single_choice","options":["A repair","A replacement","I am not sure"]},{"id":"claim_accurate","label":"I confirm these details are correct","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Start a warranty claim",
  "description": "Sorry your product let you down. Tell us what happened and we will review your claim and reply.",
  "fields": [
    {
      "id": "claimant_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "claimant_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "claimant_phone",
      "label": "Phone, if you prefer a call",
      "type": "phone"
    },
    {
      "id": "product_model",
      "label": "Product name or model",
      "type": "short_text",
      "required": true,
      "max_length": 200
    },
    {
      "id": "serial_code",
      "label": "Serial number",
      "type": "short_text",
      "help": "Usually printed on the product or its box.",
      "max_length": 100
    },
    {
      "id": "bought_on",
      "label": "Date you bought it",
      "type": "date",
      "required": true
    },
    {
      "id": "bought_from",
      "label": "Where did you buy it?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "receipt_reference",
      "label": "Order or receipt number",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "fault_type",
      "label": "What kind of problem is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "It will not turn on or start",
        "It stopped working",
        "A part is broken",
        "It works badly",
        "Cosmetic damage",
        "Something else"
      ]
    },
    {
      "id": "fault_story",
      "label": "Describe the problem",
      "type": "long_text",
      "required": true,
      "max_length": 2000
    },
    {
      "id": "fault_first_seen",
      "label": "When did it start?",
      "type": "date"
    },
    {
      "id": "already_tried",
      "label": "What have you already tried?",
      "type": "multi_choice",
      "options": [
        "Restarted or reset it",
        "Checked the manual",
        "Replaced a battery or part",
        "Contacted the seller",
        "Nothing yet"
      ]
    },
    {
      "id": "fault_media_link",
      "label": "A link to photos or a video of the fault",
      "type": "url",
      "help": "Store the files online and paste the link."
    },
    {
      "id": "wanted_fix",
      "label": "What would you like?",
      "type": "single_choice",
      "options": [
        "A repair",
        "A replacement",
        "I am not sure"
      ]
    },
    {
      "id": "claim_accurate",
      "label": "I confirm these details are correct",
      "type": "checkbox",
      "required": true
    }
  ]
}

Warranty claim form for faults that need a fix