Warranty Terms in the Manual: What You Need to Know

Contact us directly →

Table of Contents

What Are Warranty Terms in Manuals

Warranty terms in manuals are written agreements in which you, as a manufacturer or supplier, define what the customer can expect if a defect occurs. They explain what the customer should do in case of a faulty product and which service you provide, such as repair or replacement.

Including warranty information in manuals helps customers find this content directly alongside the user instructions. By presenting the topic clearly and accessibly, you increase the likelihood that customers understand and value the warranty provisions.

Statutory Guarantee: Key Principles

When you sell products to consumers in the Netherlands or within the European Union, a statutory guarantee always applies. This guarantee is not optional; it is a legal right that consumers automatically receive when purchasing a product.

No Fixed Period in the Netherlands

In the Netherlands, there is no fixed statutory guarantee period of exactly two years for all products. Instead, the law states that a product must meet what a consumer can reasonably expect. This depends on factors such as product type, price, quality, information provided during sale and expected lifespan. The statutory guarantee applies as long as the product performs as expected. Source: https://www.rijksoverheid.nl/onderwerpen/bescherming-van-consumenten/vraag-en-antwoord/welke-garanties-heb-ik-op-een-product (note: only available in Dutch)

EU Minimum Standards

Within the European Union, a minimum guarantee period of two years applies to new products. This means that consumers are entitled to repair, replacement or another appropriate solution if a product does not meet expectations within that period. This is a minimum standard; Member States may provide additional protection. Source: https://europa.eu/youreurope/business/dealing-with-customers/consumer-contracts-guarantees/consumer-guarantees/index_en.htm 

Statutory Guarantee Remains Valid

Even if a commercial guarantee (such as a manufacturer’s or seller’s warranty) has expired, the consumer may still rely on statutory guarantee if the product fails earlier than reasonably expected. Source: https://www.consuwijzer.nl/garantie-reparatie-geld-terug/garantie (note: only available in Dutch)

Commercial Guarantee Versus Statutory Guarantee

There are two main types of guarantee:

• Statutory guarantee: a consumer right that applies automatically upon purchase 
• Commercial warranty (e.g. manufacturer’s or seller’s warranty): an additional service on top of the statutory guarantee 

Source: https://business.gov.nl/regulations/providing-guarantee/ 

What May a Commercial Warranty Include

Manufacturers can decide what to include in a commercial warranty policy, for example:

• The duration of the warranty (e.g. 1, 2 or 3 years) 
• The scope of coverage (e.g. specific parts only) 
• The procedure for making a claim 

It is important that these warranty terms are clearly formulated in plain and understandable language.

Obligation to Inform About Warranty Information

If you offer a commercial warranty as a manufacturer, you must inform customers accordingly. This obligation means that warranty information must be available in writing and accessible upon request. This can be done via:

• The manual 
• A physical warranty card 
• A PDF download on your website 
• A warranty certificate included with the product 

You are not legally required to include warranty terms in the manual, but it is a practical and user-friendly option.

Source: https://business.gov.nl/regulations/providing-guarantee/ 

Why Include Warranty Terms in Manuals

Including warranty terms in manuals offers several advantages:

• Immediate accessibility: customers do not need to search for separate documents 
• Increased trust: transparency supports purchasing decisions 
• Ease of use: customers always have the warranty details available alongside product instructions 

In some cases, a separate warranty card or digital publication may be more suitable, for example when you want to highlight the warranty visually or when the manual already contains extensive technical information.

Clear Wording and Customer-Friendliness

Effective warranty terms are concise, clear and customer-focused. Compare the following examples:

Effective wording:
“You are entitled to free repair or replacement within the warranty period if a manufacturing defect is identified. Damage caused by incorrect use is not covered.”

Less effective wording:
“Repair or replacement will only take place if, after investigation, it is established that the customer has used the product correctly.”

The first example is clearer and more user-friendly, while the second sounds more complex and legalistic.

Presentation of Warranty Terms

In addition to content, presentation is important:

• Use clear headings and short sentences 
• Keep the layout calm and professional 
• Ensure key points are immediately visible 

You may choose to place warranty terms in a separate section of the manual so they do not get lost among technical instructions.

Practical Tips for Inclusion in Manuals

• Start with a concise explanation of what the warranty means for the customer 
• Include contact details for service and questions 
• Provide a clear procedure for reporting defects 
• Refer to digital resources, such as your website or PDFs, for detailed warranty information 

By structuring warranty terms in manuals this way, you support customers effectively and remain legally compliant.

Conclusion

Warranty terms in manuals are not legally required, but they are a clear and user-friendly way to provide information about warranties. They offer transparency about:

• The statutory guarantee on a product 
• The commercial warranty you provide 
• The procedure for reporting issues 

In the Netherlands, the law does not define a fixed warranty period of exactly two years but focuses on what consumers can reasonably expect. Within the EU, however, a minimum statutory guarantee period of two years applies.

Clear wording, a structured layout and a customer-focused tone make warranty terms in manuals valuable for both your customers and your organisation.