An auto repair estimate tells a customer what a repair should cost before the work starts: the parts, the labor and any fees. Use this free auto repair estimate template to list it all, record the customer's authorization, and download a PDF or Word file. There is no account to create.
What it is
An auto repair estimate is a written price for repairing or servicing a vehicle. It names the vehicle and the customer's concern, lists the parts and the labor, and records how the customer authorized the work. Many places regulate auto repair. They may require a written estimate before work starts, the customer's authorization before any extra work, and limits on how far the final bill can go above the estimate. California, for example, requires authorization for work beyond the estimate. This template includes an authorization block and a log for extra work, but the rules depend on where you work, so check yours.
What to include
- Your business details and any repair license number.
- The customer's name and contact details.
- The vehicle's year, make, model, VIN and mileage.
- The customer's concern and your findings.
- Parts, each marked new, OEM, aftermarket, used or remanufactured.
- Labor hours and the rate.
- Fees such as diagnostics, shop supplies and disposal.
- The total, and the amount the customer authorizes.
- When the vehicle will be ready.
- Warranty and what happens to replaced parts.
- A place for the customer to sign.
How to fill it in
- Add your details, and a logo if you have one.
- Add the customer, then the vehicle and its mileage.
- Write down the customer's concern and your findings.
- Add the parts and mark the type of each.
- Add the labor hours and the rate, then any fees.
- Enter the amount the customer authorizes, and how they authorized it.
- Tick the statements that apply, such as return of replaced parts.
- Check the preview, download the file, and have the customer sign before you start.
Common mistakes
- Starting work before the customer has authorized it.
- Not saying whether parts are new, OEM, aftermarket, used or remanufactured.
- Lumping labor into one price with no hours or rate.
- Doing extra work without fresh authorization.
- Not recording how and when the customer authorized extra work.
- Leaving out fees such as diagnostics or shop supplies.
- Not saying what happens to replaced parts.
- Not knowing your state's rules on estimates.
Need something else?
Estimate, authorization, extra work
- A written estimate comes first, with parts and labor listed.
- The customer authorizes the work, and the estimate records how.
- Extra work needs fresh authorization before you do it, written down with the time and how it was given.
- The final invoice should match the estimate and any authorized additions.
Common questions about the numbers
The discount comes off the subtotal first. Tax is then worked out on the taxable items after the discount. The deposit is a share of the total, and the balance is what is left.
Frequently asked questions
Do I need a written estimate for auto repairs?
Many places require one before work starts, and some also require authorization for extra work. California, for example, does. Check your state's rules.
Can the final bill be higher than the estimate?
It depends on the rules where you work. Some places require the customer's authorization for any extra work, and some limit how far the bill can go above the estimate. Get authorization first and write it down.
What parts types should I list?
Say whether each part is new, OEM, aftermarket, used or remanufactured. Customers can then compare estimates fairly.
Should I charge for diagnosis?
Many shops do. Say so on the estimate, and say whether it is credited if the customer goes ahead with the repair.
What is the authorization block for?
It records the amount the customer authorizes, and it gives you a place to log any extra work and how it was approved.
Do I have to return replaced parts?
Some places require it on request. The form has a statement for it, and you can tick it if it applies.
Is an estimate the same as a quote?
No. An estimate is a best guess. A quote is a fixed price. Many repair jobs change once the vehicle is opened up, which is why authorization for extra work matters.
Last reviewed October 5, 2026
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This page gives general information and a template. It is not legal or tax advice.
Quicklet provides general document templates, not legal advice. Laws vary by location.