An auto repair work order, also called a repair order, records a job on a vehicle from drop-off to pick-up: the customer's concern, the authorization, the work done and the parts used. Use this free auto repair work order template to build one, and download a PDF or Word file. There is no account to create.
What it is
An auto repair work order is the shop's record of a repair job. It names the vehicle, its mileage and key tag, the customer's concern, any damage already there at drop-off, the authorization the customer gave and how, the parts and labor, and the promised time. It also gives you a log for extra work and how it was approved. Many places regulate auto repair, with rules on written estimates, authorization before work and limits on charges above the estimate. California, for example, requires authorization for work beyond the estimate. This template is built around those habits, but the rules depend on where you work, so check yours.
What to include
- Your shop details and any repair license number.
- The customer's name and contact details.
- The vehicle's year, make, model, VIN, plate and mileage.
- The key tag number and the fuel level.
- The customer's concern, and your findings.
- Existing damage noted at drop-off.
- Parts, each marked new, OEM, aftermarket, used or remanufactured.
- Labor and fees.
- The amount the customer authorizes, and how.
- A log for extra work.
- The promised date and time.
- Signatures.
How to fill it in
- Add your shop details, and a logo if you have one.
- Add the customer and the vehicle, with the mileage in and the key tag.
- Write the customer's concern in their words.
- Note any damage you can see at drop-off.
- Add the tasks and the parts, and mark the part types.
- Enter the amount the customer authorizes and how they authorized it.
- Set the promised date and time.
- 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 writing down existing damage at drop-off.
- Not recording the mileage in.
- Doing extra work without fresh authorization.
- Not logging how and when extra work was approved.
- Not marking parts as new, OEM, aftermarket, used or remanufactured.
- Writing the concern in shop jargon instead of the customer's words.
- Not saying what happens to replaced parts.
Need something else?
Work order or estimate?
- An estimate gives the customer a price before they decide.
- A work order records the job once they agree: the vehicle, the concern, the authorization and the work done.
- Many shops use both, with the work order referring to the estimate.
- Either way, log extra work and how it was approved.
Frequently asked questions
What is an auto repair work order?
It is the shop's record of a repair job, from drop-off to pick-up. It is often called a repair order.
What is the difference between a work order and an estimate?
An estimate gives the customer a price before they decide. A work order records the job once they agree, including the authorization and the work done.
Do I need the customer's signature?
Many places require authorization before repairs, and a signature is the clearest record. Some allow authorization by phone or email if you record it. Check your state's rules.
What if the repair costs more than authorized?
Get fresh authorization before doing the extra work, and write down the time and how it was given. The extra work log is for this.
Why note damage at drop-off?
It records the condition of the vehicle before you worked on it, which helps if a question comes up later.
Should I mark part types?
Yes. Saying whether each part is new, OEM, aftermarket, used or remanufactured makes the job clear to the customer.
Can I print it and fill in the end by hand?
Yes. The sign-off and the extra work log have blank space for handwriting.
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.