Right-to-repair updates 2026: service team checklist

The UK and EU are aligning right-to-repair rules by late 2026. Appliance manufacturers must keep spare parts available for up to 10 years and service businesses must show repairability options before pushing replacements. Use this checklist so your micro team stays compliant and trustworthy.

1. What’s changing

• Longer parts availability: white goods, HVAC controls, and certain electronics require OEM parts stock for 7–10 years.
• Repair-first quoting: you must display repair vs replace estimates when parts exist.
• Disclosure: customers must see parts lead times, warranty impact, and labour estimates before approving work.

2. Toolfy setup

1. Parts library: add a custom field for “Part availability (Y/N)” and “Lead time” on each job. Store supplier info in Toolfy Documents.
2. Quote templates: create two sections—repair cost (labour + parts) and replacement option. Use conditional blocks so you can hide one when not relevant.
3. Photo evidence: capture serial numbers and damage photos, attach them to the job so OEM support can approve warranty repairs quickly.

3. Supplier coordination

• Maintain a spreadsheet (or Toolfy Document) listing preferred suppliers, parts lead times, and warranty periods.
• When you order, upload the confirmation email to the job so you can prove “part available” or “obsolete.”
• Use Toolfy tasks to remind you when backordered parts exceed 14 days so you can update the customer.

4. Customer comms & disclosures

• Add a “Repair vs replace” text block to quotes explaining costs, lead times, and energy savings.
• Include a line noting “OEM parts available until [year] per right-to-repair rules.”
• Use Toolfy reminder workflows to send status updates when parts ship; include tracking links if available.

5. Compliance log

• Tag any job where parts were unavailable as R2R exception and capture the OEM’s response.
• Export a quarterly report from Toolfy showing # repairs vs replacements and store it in Documents; regulators may ask for evidence.
• For warranty jobs, keep the manufacturer’s approval letter attached to the job card.

6. Timeline

| Date | Action | | --- | --- | | Q4 2025 | Audit top 20 parts you use; confirm availability windows. | | Q1 2026 | Update Toolfy templates + parts fields; train staff on repair-first messaging. | | Q2 2026 | Run a mock audit: pick 3 jobs, prove you offered repair options. | | Launch (Q4 2026) | Publish updated policy on your website + quotes; archive repair vs replace reports quarterly. |

Need part-tracking templates or dual-quote layouts? Email support@toolfy.io and we’ll share ours.