Home Records and Warranty: Organizing Your Home Documentation

Your dishwasher breaks. You need the warranty. Where is it? You can't find it. You buy a new dishwasher for $800. Later you find the warranty—it was still covered. You wasted $800.

Your neighbor asks when your roof was replaced. You don't know. You're selling your home. Buyers want maintenance records. You have nothing to show. They offer $20,000 less because they assume deferred maintenance.

Organizing your home records saves you money, time, and stress. Knowing what you have, where it is, and when things were done helps with maintenance, repairs, insurance claims, taxes, and selling.

In this article, you'll learn:

• What home records to keep and why
• How to organize documents (physical and digital)
• What to include in your home binder
• How to track warranties and manuals
• What to keep for taxes
• How to prepare records for selling
• Digital tools and apps for organization

This article is for you if: You're a new homeowner who wants to stay organized and protect your investment.

Table of Contents

• Why Keep Home Records
• What Records to Keep
• How to Organize Records
• Warranty Management
• Preparing Records for Selling
• Summary: Key Takeaways
• Next Steps
• Additional Resources

Why Keep Home Records

Save Money

Warranties:

• Appliances: 1–10 years
• HVAC: 5–10 years
• Roof: 10–30 years
• Windows: 10–20 years
• If you don't have warranty info, you pay out of pocket

Example:

• Water heater fails after 8 years
• Warranty: 10 years
• With warranty: Free replacement ($0)
• Without warranty: $2,000

Insurance claims:

• Need proof of ownership and value
• Need receipts for improvements
• Need photos of damage
• Without records, claim may be denied or reduced

Tax deductions:

• Home office deduction
• Energy-efficient improvements
• Mortgage interest
• Property taxes
• Need records to claim deductions

Maintain Home Value

Maintenance records show:

• Home is well-maintained
• Systems are in good condition
• No deferred maintenance
• Increases buyer confidence

Example:

• Home A: Complete maintenance records, sells for asking price
• Home B: No records, buyers assume deferred maintenance, sells for $20,000 less

Improvements add value:

• Kitchen remodel: 50–80% ROI
• Bathroom remodel: 60–70% ROI
• New roof: 60–70% ROI
• But only if you can prove it was done

Save Time

When you need information:

• What year was roof replaced?
• When was HVAC last serviced?
• What's the model number of my water heater?
• Who installed my fence?
• With organized records: Find answer in 30 seconds
• Without records: Spend hours searching or never find it

When selling:

• Buyers ask for maintenance records
• Inspectors ask for permit records
• With organized records: Provide immediately
• Without records: Scramble to find or say "I don't know"

Reduce Stress

Peace of mind:

• Know what you have
• Know where it is
• Know when things were done
• Know when things need to be done
• Less stress, more confidence

What Records to Keep

Purchase and Closing Documents

Keep forever:

1. Closing Disclosure:

• Final loan terms and costs
• Need for taxes (cost basis)
• Need for selling (calculate capital gains)

2. Deed:

• Proves you own the property
• Need for selling
• Need for refinancing
• Keep original in safe place

3. Title insurance policy:

• Protects your ownership
• Need if title issue arises
• Keep forever

4. Purchase and Sale Agreement:

• Original contract
• Shows what was included
• Shows seller disclosures
• Keep forever

5. Seller Disclosure (Form 17):

• What seller disclosed
• Important if issues arise later
• Keep forever

6. Home inspection report:

• Condition at purchase
• Baseline for future issues
• Keep forever

7. Appraisal:

• Value at purchase
• Need for taxes
• Keep forever

8. Survey:

• Property boundaries
• Easements
• Keep forever

9. HOA documents (if applicable):

• CC&Rs
• Bylaws
• Rules and regulations
• Keep forever (or until you sell)

Where to keep:

• Fireproof safe at home
• Safe deposit box
• Digital copies in cloud storage
• Give copies to attorney or family member

Loan and Mortgage Documents

Keep until loan paid off:

1. Promissory Note:

• Your promise to repay loan
• Keep until loan paid off

2. Deed of Trust (Mortgage):

• Lender's security interest
• Keep until loan paid off

3. Loan statements:

• Monthly statements
• Keep for 1 year (then shred)
• Keep year-end statement for taxes

4. Refinance documents:

• If you refinance
• Keep until loan paid off or refinanced again

5. Payoff statement:

• When loan is paid off
• Proves loan is satisfied
• Keep forever

Where to keep:

• Fireproof safe at home
• Digital copies in cloud storage

Improvement and Repair Records

Keep forever (or until you sell):

1. Major improvements:

• Kitchen remodel
• Bathroom remodel
• Addition
• New roof
• New HVAC
• New windows
• Landscaping
• Deck or patio

What to keep:

• Contracts
• Invoices and receipts
• Before and after photos
• Permits
• Warranties
• Lien releases

Why:

• Increases cost basis (reduces capital gains tax)
• Proves improvements were made
• Shows permits were pulled
• Warranty coverage

2. Repairs:

• HVAC service
• Plumbing repairs
• Electrical work
• Roof repairs
• Appliance repairs

What to keep:

• Invoices and receipts
• Service reports
• Warranty information

Why:

• Track maintenance history
• Warranty claims
• Shows home is well-maintained

3. Permits:

• Building permits
• Electrical permits
• Plumbing permits
• Any other permits

Why:

• Proves work was done legally
• Required for selling
• Required for insurance claims

Where to keep:

• Home binder (organized by year)
• Digital copies in cloud storage
• Separate folder for each major project

Warranties and Manuals

Keep for life of product:

1. Appliances:

• Refrigerator
• Dishwasher
• Washer/dryer
• Oven/range
• Microwave
• Garbage disposal

2. Systems:

• HVAC
• Water heater
• Sump pump
• Security system

3. Exterior:

• Roof
• Windows
• Siding
• Deck

What to keep:

• Warranty documents
• Registration confirmation
• Owner's manuals
• Model and serial numbers
• Purchase receipts

Where to keep:

• Home binder (organized by category)
• Digital copies in cloud storage
• Manuals in kitchen drawer or garage

Tax Records

Keep for 7 years:

1. Mortgage interest:

• Form 1098 from lender
• Need for tax deduction

2. Property taxes:

• Tax bills and payment receipts
• Need for tax deduction

3. Home office:

• If you claim home office deduction
• Utility bills
• Repair receipts
• Depreciation records

4. Energy-efficient improvements:

• If you claim tax credits
• Receipts for solar panels, windows, insulation, etc.

Keep forever:

5. Purchase and improvement records:

• Need to calculate cost basis when selling
• Closing Disclosure
• Receipts for major improvements

Where to keep:

• Tax file (organized by year)
• Digital copies in cloud storage

Insurance Records

Keep current policy + 7 years of old policies:

1. Homeowners insurance:

• Current policy
• Declarations page
• Premium payment receipts

2. Claims:

• Claim documentation
• Photos of damage
• Repair estimates
• Settlement letters
• Receipts for repairs

Why:

• Need for future claims
• Proves claim history
• May affect future coverage

Where to keep:

• Insurance file
• Digital copies in cloud storage

Utility and Service Records

Keep for 1 year:

1. Utility bills:

• Electricity
• Gas
• Water/sewer
• Garbage
• Internet/cable

Why:

• Track usage and costs
• Compare year-over-year
• Need for home office deduction

2. Service contracts:

• HVAC maintenance
• Pest control
• Lawn care
• Security monitoring

Where to keep:

• Utility file (discard after 1 year)
• Digital copies if needed for taxes

How to Organize Records

Physical Organization

Home binder:

Section 1: Purchase documents

• Closing Disclosure
• Purchase Agreement
• Inspection report
• Appraisal
• Survey
• Title insurance

Section 2: Loan documents

• Promissory Note
• Deed of Trust
• Loan statements (current year)

Section 3: Improvements (by year)

• 2024 improvements
• 2023 improvements
• 2022 improvements
• Etc.

Section 4: Warranties and manuals (by category)

• Appliances
• HVAC
• Roof
• Windows
• Other

Section 5: Maintenance records (by year)

• 2024 maintenance
• 2023 maintenance
• 2022 maintenance
• Etc.

Section 6: Contractor contacts

• HVAC technician
• Plumber
• Electrician
• Handyman
• Landscaper
• Other

Section 7: Insurance

• Current policy
• Claims history

Section 8: Taxes

• Current year
• Previous years (7 years)

Supplies needed:

• 3-ring binder (2-3 inches)
• Dividers with tabs
• Sheet protectors
• Labels

Cost: $20–$30

Digital Organization

Cloud storage:

• Google Drive
• Dropbox
• iCloud
• OneDrive

Folder structure:

Home Records/
├── Purchase Documents/
├── Loan Documents/
├── Improvements/
│   ├── 2024/
│   ├── 2023/
│   └── 2022/
├── Warranties/
│   ├── Appliances/
│   ├── HVAC/
│   └── Other/
├── Maintenance/
│   ├── 2024/
│   ├── 2023/
│   └── 2022/
├── Insurance/
├── Taxes/
└── Photos/
    ├── Before/
    ├── During/
    └── After/

Naming convention:

• YYYY-MM-DD_Category_Description.pdf
• Example: 2024-03-15_HVAC_Annual-Service.pdf

Backup:

• Automatic cloud backup
• External hard drive backup (monthly)
• Keep in different location

Digital Tools and Apps

Home management apps:

1. HomeZada:

• Track home value
• Maintenance reminders
• Document storage
• Inventory management
• Cost: Free basic, $50/year premium

2. BrightNest:

• Maintenance reminders
• How-to guides
• Seasonal tasks
• Cost: Free

3. Centriq:

• Product registration
• Warranty tracking
• Manuals storage
• Cost: Free

4. Sortly:

• Home inventory
• Photos and receipts
• Insurance documentation
• Cost: Free basic, $29/month premium

Spreadsheet option:

• Create your own in Excel or Google Sheets
• Track improvements, maintenance, warranties
• Cost: Free

Warranty Management

Register Warranties

When you buy appliance or system:

1. Register immediately:

• Go to manufacturer website
• Enter model and serial number
• Provide contact information
• Save confirmation email

2. File warranty documents:

• Print warranty terms
• Print registration confirmation
• File in home binder
• Save digital copy

3. Set reminder:

• Calendar reminder for warranty expiration
• 6 months before expiration
• Decide: extend warranty or plan for replacement

Track Warranties

Create warranty tracker:

Spreadsheet columns:

• Item
• Brand/model
• Serial number
• Purchase date
• Warranty length
• Expiration date
• Registration confirmation
• Notes

Example:

Set reminders:

• 6 months before expiration
• Annual service requirements
• Filter replacement

Extended Warranties

Consider for:

• Expensive items ($1,000+)
• Items with high repair costs
• Items you use daily

Don't buy for:

• Inexpensive items (<$500)
• Items with long manufacturer warranty
• Items with low failure rate

Evaluate:

• Cost of warranty vs cost of replacement
• Reputation of warranty company
• What's covered (parts, labor, service calls)
• Deductibles
• Exclusions

Preparing Records for Selling

What Buyers Want

1. Maintenance records:

• HVAC service history
• Roof maintenance
• Plumbing/electrical work
• Pest control
• Shows home is well-maintained

2. Improvement records:

• Kitchen remodel
• Bathroom remodel
• New roof
• New HVAC
• New windows
• Increases perceived value

3. Permits:

• Proves work was done legally
• Reduces buyer concerns
• May be required for closing

4. Warranties:

• Transferable warranties
• Remaining coverage
• Adds value

5. Utility costs:

• Average monthly costs
• Helps buyers budget
• Shows energy efficiency

6. HOA documents:

• Current budget
• Reserve study
• Meeting minutes
• Rules and regulations

Organize for Showing

Create seller packet:

1. Property information:

• Year built
• Square footage
• Lot size
• Property tax history
• Utility costs

2. Improvements:

• List of improvements with dates and costs
• Photos before and after
• Permits
• Warranties

3. Maintenance:

• HVAC service history
• Roof maintenance
• Other major maintenance

4. Systems:

• Age of major systems
• Warranties remaining
• Service providers

5. Neighborhood:

• School information
• Parks and recreation
• Shopping and dining
• Transportation

Format:

• Professional binder
• Digital PDF
• Leave copies at showings

Summary: Key Takeaways

• Keep purchase documents forever - deed, closing disclosure, title insurance
• Keep improvement records forever - increases cost basis, proves value
• Register all warranties immediately - save money on repairs
• Organize in home binder - physical and digital copies
• Track maintenance - shows home is well-maintained
• Use digital tools - cloud storage, apps, spreadsheets
• Prepare for selling - organized records increase buyer confidence
• Budget for organization - $20–$30 for supplies, free digital tools

Next Steps

1. Gather all documents - collect everything in one place
2. Buy supplies - binder, dividers, sheet protectors
3. Create folder structure - physical and digital
4. File documents - organize by category
5. Register warranties - all appliances and systems
6. Set up tracking - spreadsheet or app
7. Schedule regular updates - monthly or quarterly
8. Back up digital files - cloud and external drive

Related articles:

• Home Maintenance Plan
• Homeowners Insurance Basics WA
• Property Tax Basics WA
• Utilities Setup Seattle

Additional Resources

Digital tools:

• HomeZada - Home management
• BrightNest - Maintenance reminders
• Centriq - Warranty tracking

Cloud storage:

• Google Drive
• Dropbox
• iCloud

Templates:

• Home inventory spreadsheet
• Warranty tracker
• Maintenance log

Disclaimer: This article provides general guidance for organizing home records and should not be considered legal or tax advice. Record retention requirements vary by situation. Consult with a tax advisor or attorney for guidance specific to your circumstances.