Auto Repair Work Order Template
A free work order, or repair order, for auto shops. It follows the car from drop-off to pickup: the concern, the tasks, what the customer approved, and the check-in notes.
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View full pageWhat's on this work order
- Work order number, date in, promised time and estimate number
- Customer, how they want to be contacted, and the vehicle with VIN, plate and mileage in and out
- The customer's concern, in their words
- A task list with Done boxes, the tech's initials, estimated hours and actual hours
- An approvals log: when, what was approved, the amount, how, and who approved it
- Tech notes
- Vehicle check-in: fuel level, existing damage, things left in the car, key tag number
- Sign-off lines for work completed and vehicle picked up
How to fill it in
- Open a work order when the car arrives. Write the customer's concern the way they say it.
- Walk around the car and fill in the check-in: fuel level, any scratches or chips, anything left inside, and the key tag number.
- List the tasks from the estimate. The tech ticks each one and writes the actual hours.
- Log every approval as it happens: the estimate first, then any added work.
- When the work is done, the tech signs. The customer signs when they pick up the car.
- Copy the work order number onto the invoice, so the two match.
Why log approvals and check-in
Most disputes at the counter are about two things: "I didn't approve that" and "that scratch wasn't there". The approvals log shows what the customer agreed to, when, and how. The check-in shows the car's condition before anyone touched it.
In the sample, both approvals are logged, one by phone and one by text, and the scratch on the rear bumper is noted at drop-off. When the job is done, the work order number goes on the invoice.
Questions
- Is a work order the same as a repair order?
- Yes. Many shops call it a repair order or RO. It's the shop's record of the job, from drop-off to pickup.
- Does the customer get a copy?
- Usually the shop keeps it and the customer gets the estimate and the invoice. Some shops hand over a copy at drop-off with the check-in notes. Either works.
- Can I use it for fleet or maintenance work?
- Yes. List the service items as tasks, and use the approvals log for the fleet manager's OK.
- What are estimated and actual hours for?
- Estimated hours come from your estimate. Actual hours show how long the job really took, which helps you price the next one.