Most warranty disappointments come from one misunderstanding: the equipment maker’s warranty usually covers the part, not the visit to diagnose it or the labor to replace it. In Menlo Park, Atherton and Portola Valley, where a new system often goes into an older house with ductwork the new warranty never touches, it pays to know who stands behind each piece before you approve the work.
Who covers what
| What fails | Who usually covers it | What is often left out |
|---|---|---|
| A defective part in new equipment | The maker’s parts warranty, if its terms are met | The diagnostic visit and the labor to swap the part |
| The compressor | The maker, sometimes on longer terms than other parts | Refrigerant, and the labor to recover and recharge it |
| A mistake in the installation | The installer’s labor coverage, if it is in writing | Anything that was only promised out loud |
| Old ducts, wiring or venting reused with a new system | Nobody, unless the written scope included them | Leaks and faults found after the new unit is in |
| Damage from a power surge, water or neglect | Rarely any warranty; check your homeowner’s policy | Most of it |
Registration: the step people miss
Many makers give their longer parts coverage only when the equipment is registered within a short window after installation; miss it and a shorter base warranty may be all that applies. Ask on the estimate who will register the equipment and by what date, and keep the confirmation. In an Atherton house with two or three systems, each furnace or air handler, coil and outdoor unit has its own model and serial number, and each system may need its own registration.
The records to keep
Keep one folder, paper or digital, for each system:
- the installation invoice with the date and the model and serial numbers of every unit;
- the maker’s registration confirmation;
- the permit and its final sign-off;
- every maintenance invoice, with what was cleaned, measured or replaced;
- the date and size of each filter change;
- the installer’s written labor terms, if there are any.
Add a photo of each unit’s nameplate. It saves a trip into a tight Menlo Park attic or crawlspace, or down a Portola Valley slope to the outdoor unit, every time a technician or the maker asks for the numbers.
What can void coverage
- An installation that does not follow the maker’s instructions.
- No proof of maintenance when the maker asks for it.
- Parts that are not approved for that equipment.
- Do-it-yourself work on refrigerant lines or gas controls.
- Equipment that was never registered.
On wooded hillside lots, dust, pollen and smoke days load filters and coils faster, and a failure traced to neglect may not be covered. A maintenance plan or a yearly AC tune-up leaves the dated service records a claim can ask for.
Extended plans and labor offers
Extended protection can come from the maker, the contractor or a third party. Compare who actually pays a claim, what is excluded, whether diagnostic and trip fees still apply, whether the plan transfers to a buyer, and what happens if the company that sold it changes hands. A warranty should never be the reason for a higher price that nobody explains.
Before you approve the work
Get in writing: the exact model numbers, who registers the equipment and by when, the labor terms and exclusions, and what a warranty visit will cost you. Menlo Park HVAC Pros is independent and not affiliated with any manufacturer, so the parts coverage on your equipment follows that maker’s own terms. If a quote’s longer coverage depends on the installer’s standing with a brand, confirm it with the maker yourself. Before a larger repair or a heat pump installation, our written next steps list the diagnosis, parts, labor and options; ask for the warranty details on the same page.