How do I hand over warranties or manuals to the buyer?
Want to hand over warranties and manuals to the buyer without any headaches or closing-day surprises? Read this exact step-by-step playbook used by top Georgetown sellers.
Why handing over warranties and manuals matters for Georgetown sellers
Small missteps here cost time, money, and can derail a closing. Buyers expect a smooth transition. Sellers who deliver every manual, warranty, and registration slip get faster closings, fewer requests from lawyers, and cleaner final adjustments. In Georgetown, where older homes meet new developments, paperwork matters: appliances, furnaces, water heaters, Tarion warranties on new builds, and local service contracts all affect value and buyer confidence.
This guide tells you exactly what to gather, what to register, what to leave, and what to avoid — all tied to Ontario rules and Georgetown market norms.
The quick blueprint: 7 steps to hand over warranties and manuals at closing
- Gather everything now
- Locate original owner manuals, warranty cards, receipts, and invoices for all systems and appliances (furnace, A/C, hot water tank, appliances, security systems, sump pumps, pool equipment, and solar systems if present).
- Search your email for registration confirmations or e-receipts. Screenshot or print them.
- Include home improvement warranties (roofing, windows, decks) and any transferable insurance or service contracts.
- Check transfer rules and registrations
- Some warranties transfer automatically. Others require the new owner to register within a time window. Check each manufacturer’s policy.
- For new homes in Ontario, confirm Tarion warranty documentation and builder transfer procedures.
- Note any fees or forms the buyer must complete to keep coverage active.
- Create a labeled binder (and a digital backup)
- Physical binder: tabbed sections (Appliances, HVAC, Plumbing, Electrical, Structural Work, Tarion/New Home, Service Contracts, Receipts).
- Digital folder: PDFs of manuals and receipts on a USB or cloud link (Dropbox/Google Drive) with a README file and access rights set to “Anyone with link” or shared specifically with buyer/agent/solicitor.
- Include a one-page Inventory & Warranty Summary listing each item, warranty status, expiry date, transfer steps, and contact info.
- Put transfer instructions into the Agreement of Purchase and Sale (APS)
- Add a clause or condition: “Seller will provide all owner manuals, receipts, and transferable warranties for included items on or before possession.”
- If possible, attach the Inventory & Warranty Summary as a schedule to the APS so it’s a signed document.
- Alert the buyer and their lawyer well before closing
- Send the digital folder and Inventory Summary to the buyer’s agent and lawyer 5–7 days before closing. This reduces legal hold-ups and last-minute requests.
- Ask the buyer to confirm receipt in writing.
- Handover at possession day, documented
- Leave the physical binder in an obvious spot (kitchen counter or designated “Welcome to your home” box).
- Deliver a USB/cloud link and a printed Inventory & Warranty Summary.
- Have both parties sign a simple Handover Receipt (date, list attached, buyer and seller signatures) acknowledging the transfer.
- Keep copies for 7 years
- Keep your own digital and paper copies for at least seven years. If questions arise after closing, you’ll be able to prove what you provided.
Legal considerations for Georgetown and Ontario sellers
- Do not misrepresent. If a warranty is non-transferable or expired, state that clearly. Misleading statements can lead to claims or closing delays.
- Contracts control. If the APS says the seller must provide manuals and warranties, the seller is contractually obligated. Make sure the Inventory & Warranty Summary matches the APS.
- Tarion and new homes: Tarion covers new homes in Ontario. Ensure the builder’s documentation is complete and the Tarion warranty booklet and registration details are in the New Home section of your binder. Buyers and lawyers will request this.
- Appliances and service contracts: Some service agreements require the new owner to sign on. Note steps and deadlines. If a transfer requires fee payment, disclose that to the buyer.
- Condo-specific: If selling a condo in Georgetown, confirm whether maintenance or extended warranties are managed by the condo corporation — include condo contact info and documents.
If you’re unsure about wording or obligations, ask your lawyer or the listing agent before closing. This avoids costly disputes.
Tarion, new-construction items, and builder obligations
- Tarion covers newly built homes in Ontario. If your Georgetown property is a new build, include the Tarion documents and builder contact information in the Tarion/New Home section.
- The builder sometimes performs post-closing repairs under Tarion timelines. Make sure the buyer knows how to file claims and who to contact.
Best practices that protect you and sell your house faster
- Be proactive: Buyers feel confident when you hand over a clean, indexed binder.
- Label items in the home that match your Inventory Summary. Example: sticker on furnace with “Furnace — Manual & Warranty in Binder — Expiry: 2028.”
- Use a Handover Receipt on closing day. It’s a simple two-signature form that prevents “you never gave me that” claims.
- Offer digital access early. Lawyers love PDFs. A digital folder speeds review.
- Disclose defects separately. Manuals and warranties don’t replace required property condition disclosures.
Sample Handover Receipt (copy and use)
Handover Receipt
Date: [Closing/Posession Date]
Seller: [Seller Name]
Buyer: [Buyer Name]
Attached: Inventory & Warranty Summary (list attached) and physical binder containing manuals, receipts, and transferable warranties for items listed.
Seller Signature: Date:
Buyer Signature: Date:
Keep one copy with seller, one with buyer, and one with real estate files.
What to avoid — common seller mistakes
- Leaving half the paperwork behind: If you leave physical receipts but forget registration codes or online confirmations, coverage could lapse.
- Claiming transferability when it’s not permitted: Some warranties are “non-transferable.” Disclose honestly.
- Waiting until closing day: Sending documents earlier prevents lawyer hold-ups and buyer anxiety.
- Not attaching the summary to the APS: If it’s not in the contract, the buyer can claim it wasn’t promised.
Georgetown-specific tips
- Older homes: Georgetown has many mature neighbourhoods. For older furnaces, hot water tanks, and electrical panels, include maintenance records and service dates. Buyers expect to see recent inspection and service history.
- New developments: For properties in new subdivisions, include Tarion, builder service records, and any negotiation paperwork with the builder.
- Local installers and service providers: Include contact details for local HVAC, plumbing, roofing, and electrical companies in Halton Hills. Buyers love a local recommendation and it speeds repairs if needed.
Sample Inventory & Warranty Summary (short example)
- Furnace: Brand/Model — Manual: yes — Warranty: transferable — Expires: 2028 — Transfer steps: Buyer register at manufacturer website within 30 days. Contact: ABC HVAC Georgetown (416-555-1234)
- Refrigerator: Brand/Model — Manual: yes — Warranty: expired — Receipt included
- Tarion Warranty: Booklet included — Builder: XYZ Homes — Transfer: follow Tarion steps in booklet
Attach this summary to your APS as Schedule A to make it legally recognized.
Closing day flow — who gets what and when
- 5–7 days before closing: send digital folder and Inventory Summary to buyer’s lawyer and agent.
- At final walk-through: bring a copy of the Inventory Summary and show where the binder will be left.
- Closing/possession: leave physical binder, USB/cloud access, and get Handover Receipt signed.
- After closing: confirm buyer received digital access and offer to answer questions for 7–14 days.
This simple sequence reduces holdbacks, reduces last-minute demands from lawyers, and protects your closing date.
Why buyers trust sellers who follow this playbook
Buyers feel secure when they can find manuals, confirm warranty status, and quickly complete any required registrations. That comfort reduces negotiation friction, encourages smoother transactions, and makes offers more attractive if you’re in a competitive Georgetown market.
Final checklist for sellers — what to deliver at closing
- Physical binder with manuals, receipts, and warranties
- Digital folder (USB/cloud link) with PDFs
- Inventory & Warranty Summary attached to the APS if possible
- Handover Receipt signed by both parties
- Contact list for local service providers and builder/Tarion info if applicable
Follow this checklist and you’ll protect yourself, speed your closing, and improve buyer satisfaction.
If you want a ready-made Inventory & Warranty Summary template, or a review of your paperwork before you list, I can prepare it for you. I specialize in Georgetown, ON closings — helping sellers avoid delays and net more at closing.
Contact: tony@sousasells.ca | 416-477-2620 | https://www.sousasells.ca
FAQ — Georgetown sellers and handing over warranties/manuals
Q: When should I give the manuals and warranties to the buyer?
A: Ideally 5–7 days before closing digitally, and physically at possession. Early delivery avoids delay and allows the buyer’s lawyer to review.
Q: What if a warranty is non-transferable?
A: Disclose it. List it in your Inventory & Warranty Summary as non-transferable. Honesty prevents legal exposure.
Q: Do I have to register transfers for the buyer?
A: Some warranties require the buyer to register. Provide the registration steps and deadlines. You can help by including screenshots or pre-filled forms, but do not sign for the buyer.
Q: What documents do new-build sellers need to hand over?
A: Tarion warranty booklet, builder warranties, home completion documents, and any outstanding builder invoices or correction lists.
Q: Will leaving a USB count as handing over documents?
A: Yes — but pair it with a Handover Receipt and digital link to ensure the buyer and their lawyer can access files. Multiple formats reduce risk.
Q: Can I be held liable if I forget a manual?
A: If your APS required you to deliver manuals and you failed to do so, the buyer could claim breach of contract. Keep signed Handover Receipt to limit disputes.
Q: Should I notify local service providers about the sale?
A: Yes. Inform major service providers (warranty/service companies) of the ownership change so they can guide the buyer on transfer steps.
Q: Any Georgetown-specific legal quirks?
A: No special local laws, but Tarion for new homes and typical Ontario contract rules apply. Use local knowledge: buyers often request recent service records in Georgetown’s older neighborhoods.
Follow this playbook. You’ll reduce risk, speed your closing, and walk away clean. If you want a custom Inventory & Warranty Summary prepared for your listing, email tony@sousasells.ca or call 416-477-2620. I handle Georgetown closings every day and make sure sellers leave with zero surprises.
