Repair or replace: decision worksheet
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Back to Repair or Replace a Water Softener
Use your own documented diagnosis, treatment goal, quote scope, and time horizon for both paths. The repair-or-replace guide explains the decision gates. This worksheet organizes your evidence; it does not choose an option for you.
Print this page to record the decision, or download the repair-or-replace CSV to compare two options.
In the CSV, fill the rows marked YOUR_INPUT. Keep ILLUSTRATIVE_EXAMPLE rows separate from your comparison. The calculation column explains the arithmetic; it does not calculate automatically in a spreadsheet.
Stop and verify first
| Gate | Your evidence or unresolved question |
|---|---|
| Active leak, overflow, wet electricity, structural damage, or continuous drain safely contained? | __________ |
| Exact model, manual, symptom, and tested failed function? | __________ |
| Current untreated hardness, water conditions, demand, and treatment goal? | __________ |
| Exact warranty coverage and written claim decision? | __________ |
| Correct repair part and qualified service available when needed? | __________ |
If a hazard is active or its safe state is unknown, stop the cost comparison and have the condition professionally contained. Do not assume a symptom proves a particular part has failed. Water hardness alone does not establish potability.
Compare written scopes
| Input | Repair | Replacement |
|---|---|---|
| Provider, quote date, and expiration | ______ | ______ |
| Diagnosis and exact part or model | ______ | ______ |
| Labor, plumbing, drain, electrical, permits, and tax included? | ______ | ______ |
| Startup, disposal, and acceptance tests included? | ______ | ______ |
| Parts/equipment and workmanship warranty terms | ______ | ______ |
| Installed or repair cost, USD | ______ | ______ |
| Confirmed credits, USD | ______ | ______ |
| Annual operating cost from owned inputs, USD/year | ______ | ______ |
| Same decision horizon, years | ______ | ______ |
| Unknown or excluded costs | ______ | ______ |
| Required safety, fit, and treatment gates pass? | ______ | ______ |
For each path, calculate horizon total (USD) = quoted initial cost (USD) + annual operating cost (USD/year) × horizon (years) − confirmed credits (USD). This simple comparison assumes the annual cost stays constant and omits discounting and future repair risk; write those limitations next to your decision. An unknown critical cost stays unknown, not zero.
Worked example with sample numbers
The following numbers are illustrative arithmetic, not actual repair quotes, market prices, equipment performance, or measured use. Both options use the same three-year horizon and zero confirmed credits.
| Option | Hypothetical initial cost | Hypothetical annual operation | Calculation | Three-year total |
|---|---|---|---|---|
| Repair | 650 USD | 140 USD/year | 650 + (140 × 3) − 0 | 1,070 USD |
| Replacement | 2,500 USD | 100 USD/year | 2,500 + (100 × 3) − 0 | 2,800 USD |
The difference is 1,730 USD over this illustrative horizon. That arithmetic alone does not decide the case: the repair may fail a safety, parts, warranty, treatment, or acceptable downtime gate. A real replacement quote must include full installation and acceptance; a box price is not comparable.
Decision and handoff
Record your required gates before choosing: __________. Chosen path or “more evidence”: __________. Main documented reason: __________. Assumption most likely to change the choice: __________. After work, obtain leak and drain checks, a completed cycle, treated-hardness result at the agreed test point, recorded settings or parts, and warranty documents. Keep personal information out of any shared copy.