Free template
Free Repair Order Template (PDF, Word & Excel)
A repair order records what the driver reports, what the shop finds, the work and parts, the charges, and the customer’s approval.
Harbor Auto Repair
210 Dock Street, Springfield
(555) 010-4410
Dana Whitfield
48 Elm Court, Springfield
REPAIR ORDER
#RO-1048
Opened: 2026-10-14 · 08:15
Completed: 2026-10-14 · 16:40
Vehicle
2018 Honda CR-V
VIN: 2HKRW2H5XJH600123
Mileage in: 64,210
Mileage out: 64,226
Customer concern
Grinding noise from the front wheels when braking.
Cause
Front pads worn to the backing plate; rotors scored.
Correction
Replaced front pads and rotors, flushed the brake fluid, road tested.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front pads and rotors (parts) | 1 | $286.00 | $286.00 |
| Brake labor | 2.5 | $120.00 | $300.00 |
| Brake fluid flush | 1 | $89.50 | $89.50 |
Total $675.50
Tax (if applicable)
Download the repair order template
It is also called a work order. Choose from five free versions, each with a filled example, and download a PDF, Word or Excel file with no sign-up, or fill one out online.
Excel Repair Order Log
A shop log with one repair order per row and formulas for line and order totals.
What goes on a repair order
A useful repair order ties one vehicle and one customer request to the diagnosis, approved work and final record. Include the details needed to identify the job and explain each charge.
| Field | What to write | RO #1048 example |
|---|---|---|
| Shop and customer | Shop contact details and the customer name and contact information. | Example Auto Service · customer contact on file |
| Repair order and dates | A unique RO number, opened date and time, and promised completion date. | RO #1048 · opened Nov 2 |
| Vehicle | Year, make, model, VIN, plate and odometer in and out. | 2016 Toyota Camry · 84,215 in / 84,229 out |
| Customer concern | The issue as the driver describes it. | Check-engine light on; rough idle |
| Diagnosis / cause | The inspection result and the cause found. | Cylinder 3 ignition coil failed · P0303 |
| Correction / work performed | The work completed and any test after repair. | Replaced coil and spark plug; cleared code; road-tested |
| Parts and labor | Each part, quantity and price, plus labor hours and rate. | Ignition coil, spark plug, 1.2 labor hours |
| Authorization and changes | Customer approval, including who approved added work, when and how. | Vacuum hose addition approved by phone; record date, time, name and number |
| Pickup and sign-off | Completion mileage and customer pickup acknowledgement. | 84,229 miles at pickup |
Write the concern, cause and correction so a stranger can follow them
The three fields do different jobs. The concern is the symptom in the driver’s own words, not a guessed part or a planned repair. The cause is what the technician verified by testing; a diagnostic trouble code is where that testing starts, not the finding itself. The correction is the work done plus the check that it worked.
Record the concern first and let the technician fill in the rest. A line a different technician can act on tomorrow looks like this:
| Field | Too vague | Specific (RO #1048) |
|---|---|---|
| Concern | “Runs bad” | Check-engine light on; engine shakes at idle |
| Cause | “Ignition problem” | Cylinder 3 ignition coil failed; code P0303 confirmed by testing |
| Correction | “Fixed” | Replaced cylinder 3 coil and spark plug; cleared code; road-tested, result noted |
A cause line that only repeats a code, or a correction with no test note, leaves the next technician guessing and invites a repeat visit.
Repair order example
Example Auto Service opens RO #1048 for a 2016 Toyota Camry. The odometer reads 84,215 at intake and 84,229 at pickup.
- Vehicle
- 2016 Toyota Camry
- Odometer
- 84,215 in · 84,229 out
- Customer concern
- The check-engine light is on and the engine shakes at idle.
- Cause
- Cylinder 3 ignition coil failure (P0303).
- Correction
- Replace the cylinder 3 ignition coil and spark plug, clear the diagnostic code and road-test the car.
| Line | Qty × rate | Amount |
|---|---|---|
| Diagnostic | 1 × $75.00 | $75.00 |
| Cylinder 3 ignition coil | 1 × $68.00 | $68.00 |
| Spark plug | 1 × $12.00 | $12.00 |
| Labor | 1.2 h × $120.00/h | $144.00 |
| Subtotal | $299.00 | |
| Tax (if applicable) | — | |
| Added work: vacuum hose | 1 × $22.00 | $22.00 |
| Added work: labor | 0.3 h × $120.00/h | $36.00 |
| Added work total | $58.00 | |
| Revised total (tax calculated separately, if applicable) | $357.00 |
Filled repair order examples
Harbor Auto Repair
210 Dock Street, Springfield
(555) 010-4410
Dana Whitfield
48 Elm Court, Springfield
REPAIR ORDER
#RO-1048
Opened: 2026-10-14 · 08:15
Completed: 2026-10-14 · 16:40
Vehicle
2018 Honda CR-V
VIN: 2HKRW2H5XJH600123
Mileage in: 64,210
Mileage out: 64,226
Customer concern
Grinding noise from the front wheels when braking.
Cause
Front pads worn to the backing plate; rotors scored.
Correction
Replaced front pads and rotors, flushed the brake fluid, road tested.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front pads and rotors (parts) | 1 | $286.00 | $286.00 |
| Brake labor | 2.5 | $120.00 | $300.00 |
| Brake fluid flush | 1 | $89.50 | $89.50 |
Total $675.50
Tax (if applicable)
- Customer
- Dana Whitfield
- Vehicle
- 2018 Honda CR-V
- Mileage
- 64210 in · 64226 out
- Customer concern
- Grinding noise from the front wheels when braking.
- Cause
- Front pads worn to the backing plate; rotors scored.
- Correction
- Replaced front pads and rotors, flushed the brake fluid, road tested.
- Front pads and rotors (parts)1 × $286.00 = $286.00
- Brake labor2.5 × $120.00 = $300.00
- Brake fluid flush1 × $89.50 = $89.50
Total$675.50
Oak Street Garage
18 Oak Street, Riverton
(555) 010-7782
Marcus Lee
902 Pine Road, Riverton
REPAIR ORDER
#RO-2207
Opened: 2026-10-21 · 09:00
Completed: 2026-10-21 · 12:30
Vehicle
2015 Ford F-150
VIN: 1FTEW1EP5FKD00456
Mileage in: 112,905
Mileage out: 112,917
Customer concern
Squealing on start-up and coolant smell after driving.
Cause
Cracked serpentine belt; two coolant hoses seeping at the clamps.
Correction
Replaced the belt and both hoses, refilled coolant, checked for leaks.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Serpentine belt (part) | 1 | $64.25 | $64.25 |
| Labor | 1.5 | $110.00 | $165.00 |
| Coolant hose (part) | 2 | $38.40 | $76.80 |
Total $306.05
Tax (if applicable)
- Customer
- Marcus Lee
- Vehicle
- 2015 Ford F-150
- Mileage
- 112905 in · 112917 out
- Customer concern
- Squealing on start-up and coolant smell after driving.
- Cause
- Cracked serpentine belt; two coolant hoses seeping at the clamps.
- Correction
- Replaced the belt and both hoses, refilled coolant, checked for leaks.
- Serpentine belt (part)1 × $64.25 = $64.25
- Labor1.5 × $110.00 = $165.00
- Coolant hose (part)2 × $38.40 = $76.80
Total$306.05
Follow RO #1048 from check-in to pickup
A repair order is written in stages, not all at the counter. Each stage adds a line while the facts are fresh; the table shows what gets written when.
Check-in
Customer, vehicle, concern, odometer in, RO number
84,215 miles in
Diagnosis
Cause found, with code and test result
Cylinder 3 coil, P0303
Approval
The work and amount the customer agrees to
$299: diagnostic, coil, spark plug, labor
Added work
New part and labor, amount, who approved, when and how
Vacuum hose and 0.3 h labor, $58, approved by phone; revised total $357
Completion
Correction, test result, odometer out
84,229 miles out
Pickup
Customer collects the vehicle; the RO becomes the basis of the invoice
Invoice repeats RO #1048
Harbor Auto Repair
210 Dock Street, Springfield
(555) 010-4410
Dana Whitfield
48 Elm Court, Springfield
REPAIR ORDER
#RO-1048
Opened: 2026-10-14 · 08:15
Completed: 2026-10-14 · 16:40
Vehicle
2018 Honda CR-V
VIN: 2HKRW2H5XJH600123
Mileage in: 64,210
Mileage out: 64,226
Customer concern
Grinding noise from the front wheels when braking.
Cause
Front pads worn to the backing plate; rotors scored.
Correction
Replaced front pads and rotors, flushed the brake fluid, road tested.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front pads and rotors (parts) | 1 | $286.00 | $286.00 |
| Brake labor | 2.5 | $120.00 | $300.00 |
| Brake fluid flush | 1 | $89.50 | $89.50 |
Total $675.50
Tax (if applicable)
If the added-work line is filled in before the extra work starts, the record shows the customer’s decision came first. If it is written afterwards, it only shows what happened.
Estimate, repair order and invoice: how they connect
An estimate describes expected work and cost before repairs begin. A repair order tracks the vehicle, reported concern, diagnosis, authorized work and job progress. An invoice records completed work and the amount due. Shops may use separate forms or a combined document.
Florida permits the estimate and invoice to share a form under §559.911. Connecticut places pre-work authorization on a signed invoice under §14-65f. California requires the written estimate and work authorization process in Business and Professions Code §9884.9, with completed work recorded on an invoice under §9884.8. See the auto repair estimate template for the pre-repair estimate itself.
| Document | Who prepares it and when | What it records | Customer approval |
|---|---|---|---|
| Estimate | Shop, before requested work. | Expected work, parts, labor and estimated or maximum cost. | Customer authorizes the estimate or proposed work. |
| Repair order | Shop, when the vehicle is checked in and as the job proceeds. | Vehicle, concern, diagnosis, approved corrections, parts, labor and added approvals. | Records the scope and changes the customer approves. |
| Invoice | Shop, when work is completed. | Work and parts supplied, charges, warranty information and amount due. | Customer receives a copy. |
Excel Repair Order Log
A shop log with one repair order per row and formulas for line and order totals.
Mobile mechanics, motorcycles and fleets
- Mobile mechanics
- For a mobile visit, record the service address with the vehicle and job details, then show any travel fee as its own charge line. Start with the standard repair order PDF.
- Motorcycles
- For a motorcycle, record its VIN and odometer reading at check-in and pickup in the vehicle fields. The standard repair order PDF includes vehicle and mileage fields.
- Fleet vehicles
- For a fleet vehicle, add the unit number beside the vehicle details and record who approved the work and any changes. Use the Excel repair order log when you need one row per job.
Harbor Auto Repair
210 Dock Street, Springfield
(555) 010-4410
Dana Whitfield
48 Elm Court, Springfield
REPAIR ORDER
#RO-1048
Opened: 2026-10-14 · 08:15
Completed: 2026-10-14 · 16:40
Vehicle
2018 Honda CR-V
VIN: 2HKRW2H5XJH600123
Mileage in: 64,210
Mileage out: 64,226
Customer concern
Grinding noise from the front wheels when braking.
Cause
Front pads worn to the backing plate; rotors scored.
Correction
Replaced front pads and rotors, flushed the brake fluid, road tested.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front pads and rotors (parts) | 1 | $286.00 | $286.00 |
| Brake labor | 2.5 | $120.00 | $300.00 |
| Brake fluid flush | 1 | $89.50 | $89.50 |
Total $675.50
Tax (if applicable)
What state rules say about repair orders
Across Florida, California, Connecticut, New York, Massachusetts, Michigan, Washington and Pennsylvania, these examples show how estimates, authorizations, changes and final invoices are handled in the cited rules. The form helps capture the job record; the cited statutes set the requirements.
- Get the customer’s approval before proceeding beyond authorized work.
- List services and parts as separate invoice items.
- Record the customer’s request about replaced parts.
Oak Street Garage
18 Oak Street, Riverton
(555) 010-7782
Marcus Lee
902 Pine Road, Riverton
REPAIR ORDER
#RO-2207
Opened: 2026-10-21 · 09:00
Completed: 2026-10-21 · 12:30
Vehicle
2015 Ford F-150
VIN: 1FTEW1EP5FKD00456
Mileage in: 112,905
Mileage out: 112,917
Customer concern
Squealing on start-up and coolant smell after driving.
Cause
Cracked serpentine belt; two coolant hoses seeping at the clamps.
Correction
Replaced the belt and both hoses, refilled coolant, checked for leaks.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Serpentine belt (part) | 1 | $64.25 | $64.25 |
| Labor | 1.5 | $110.00 | $165.00 |
| Coolant hose (part) | 2 | $38.40 | $76.80 |
Total $306.05
Tax (if applicable)
Show the state-by-state rules
- Estimate and authorization
- For repair work above $150, prepare a written estimate before diagnosis or repair.
- Changes and parts
- §559.909(1), (3), (5): notify the customer when charges exceed the statutory allowance and get approval for added work; customers may request replaced parts.
- Invoice and records
- §559.911 requires an itemized final invoice. Under §559.915(1), customers may access or copy records for at least 12 months.
- Estimate and authorization
- Provide a written estimate and obtain authorization before work or charges.
- Changes and parts
- Get customer consent for work above the estimate and document oral approval.
- Invoice and records
- BPC §9884.8 requires itemized services and parts on the invoice and identification of used or reconditioned parts. Keep required records for at least three years under §9884.11.
- Estimate and authorization
- Before work, obtain written authorization on a customer-signed invoice that includes a maximum parts-and-labor estimate.
- Changes and parts
- §14-65g sets conditions for waiving an estimate and requires a written record of oral approval.
- Invoice and records
- §14-65h requires an itemized invoice and written warranty information; customers may request replaced parts at authorization. The cited section does not set a shop record-retention period.
- Estimate and authorization
- Provide a written estimate when the customer requests one; no amount threshold applies to that request.
- Changes and parts
- Get customer consent for work or parts above the estimate. Record oral work orders on the invoice with date, time, method and authorizing person. Timely written parts-return requests apply; phone-authorized work holds parts until pickup, with exchange and warranty exceptions.
- Invoice and records
- The invoice lists parts, labor, costs, non-new part status and warranty terms. Keep estimates, work orders and invoices for two years under §82.9.
- Estimate and authorization
- The general path uses a customer-signed written authorization listing the repair and total price; exceptions cover unknown repairs, advance written waivers, after-hours drop-off and repairs away from the shop.
- Changes and parts
- Oral authorization must be recorded in writing under 940 CMR 5.05(5). Before added work, notify the customer and get authorization when the price is more than $10 above the authorized or posted price. Tell customers before authorization that replaced parts may be requested back.
- Invoice and records
- Give a dated written bill listing repairs, parts and labor; identify used, reconditioned or rebuilt parts. Posted fixed-price service has itemization exceptions.
- Estimate and authorization
- Provide an itemized estimate before work. If total service and parts are under $50, a written estimate may be omitted unless requested.
- Changes and parts
- Without a waiver, the default added-work allowance is the lower of 10% or $50 unless the customer requires specific approval. Work beyond it needs informed written or oral consent.
- Invoice and records
- A written statement applies only to the repair categories covered by §257.1334 and lists repairs, charges and part condition. Return replaced parts subject to statutory exceptions. Repair records are kept for at least three years; airbag records have a separate five-year period.
- Estimate and authorization
- Before work, provide a written total-price estimate or statutory choice form; estimates over $100 must be written. Listed vehicle and remote-drop-off exceptions still require authorization or disclosure.
- Changes and parts
- The customer can choose a 10% contact threshold or a stated dollar limit. Without added authorization, charges cannot exceed 110% of the estimate, excluding sales tax.
- Invoice and records
- Invoices list services, parts and prices with required used/rebuilt status. Keep estimate and invoice copies for at least one year; parts-return and warranty-copy rules have stated exceptions.
- Estimate and authorization
- Before repairs when feasible, record the customer, vehicle, mileage and requested work. Paid repairs require written authorization or conspicuously posted prices.
- Changes and parts
- When work or cost is not yet known, the customer can choose an exact repair-and-price approval, set a price limit for later approval, or be informed of the hourly labor rate under §301.5(3). If the customer sets a limit, get renewed authorization before exceeding it.
- Invoice and records
- Give a dated written invoice listing repairs, parts, non-new part status and labor. Before authorization, tell customers they may request replaced parts; warranty or refurbishment returns to a third party may be inspected when feasible. Posted prices have itemization exceptions.
Florida’s overage rule is specific. Under §559.909(1) and (3), a shop that expects the final charge to exceed the written estimate by more than $10 or 10 percent, whichever is greater, up to a $50 cap, must tell the customer promptly. The customer may approve, change or cancel the work by voice or in writing, and the shop may not charge more than the estimate without that approval. On a repair order, that means a dated line for the notice and the customer’s answer.
Which repair order version should you use?
Choose the layout that matches how your shop records the job. Each version includes a filled example to show how its fields work.
| Version | Useful when |
|---|---|
| Standard auto repair order | You need one general intake, authorization and completion record in PDF, Word or Excel. |
| Concern, cause and correction | Technicians record what the driver noticed, the diagnosis and the repair in distinct fields. |
| Excel repair order log | You want one row per job and formula-based totals in a shop spreadsheet. |
| Collision repair order | Body work needs parts identified by condition and source, including new, used or reconditioned, and OEM parts. |
| Combined estimate, repair order and invoice | The estimate, repair order and invoice share one document. |
Harbor Auto Repair
210 Dock Street, Springfield
(555) 010-4410
Dana Whitfield
48 Elm Court, Springfield
REPAIR ORDER
#RO-1048
Opened: 2026-10-14 · 08:15
Completed: 2026-10-14 · 16:40
Vehicle
2018 Honda CR-V
VIN: 2HKRW2H5XJH600123
Mileage in: 64,210
Mileage out: 64,226
Customer concern
Grinding noise from the front wheels when braking.
Cause
Front pads worn to the backing plate; rotors scored.
Correction
Replaced front pads and rotors, flushed the brake fluid, road tested.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Front pads and rotors (parts) | 1 | $286.00 | $286.00 |
| Brake labor | 2.5 | $120.00 | $300.00 |
| Brake fluid flush | 1 | $89.50 | $89.50 |
Total $675.50
Tax (if applicable)
Common repair order mistakes
A repair written into the concern line.
“Replace front pads” records a plan, not what the driver noticed. Write the symptom: what, when and how often.A trouble code as the cause.
A code points to a circuit, not necessarily the failed part. Name the component and how it failed.An unconfirmed concern.
Read the concern back to the customer and keep their signature or approval with the order, so the technician starts from what the driver actually reported.Labor with nothing behind it.
Attach or reference the scan result, test reading or measurement that supports each labor line.An approval with no detail.
“OK’d by phone” is thin. California’s BPC §9884.9(a) lists the date, time, name of the person authorizing, the number called and the added parts and labor for oral approval; those fields are a sound habit anywhere.No test note.
Record the road test or recheck, and its result, before the vehicle is handed back.
Excel Repair Order Log
A shop log with one repair order per row and formulas for line and order totals.
From repair order to invoice
When the repair is complete, use the same RO reference to connect the completed work to its invoice. List the work and parts supplied, labor, any added authorization, and the written warranty details that apply to the job. The embedded form above lets you switch between Repair Order and Invoice without leaving this page.
Oak Street Garage
18 Oak Street, Riverton
(555) 010-7782
Marcus Lee
902 Pine Road, Riverton
REPAIR ORDER
#RO-2207
Opened: 2026-10-21 · 09:00
Completed: 2026-10-21 · 12:30
Vehicle
2015 Ford F-150
VIN: 1FTEW1EP5FKD00456
Mileage in: 112,905
Mileage out: 112,917
Customer concern
Squealing on start-up and coolant smell after driving.
Cause
Cracked serpentine belt; two coolant hoses seeping at the clamps.
Correction
Replaced the belt and both hoses, refilled coolant, checked for leaks.
Parts & labor
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Serpentine belt (part) | 1 | $64.25 | $64.25 |
| Labor | 1.5 | $110.00 | $165.00 |
| Coolant hose (part) | 2 | $38.40 | $76.80 |
Total $306.05
Tax (if applicable)
Frequently asked questions
What is a repair order?
A repair order is the shop record for a vehicle visit. It connects the customer’s reported concern with the diagnosis, authorized work, parts, labor and completion details.
Who fills in a repair order and when?
A service advisor or shop employee usually opens it at intake with the customer and vehicle details. Technicians add diagnosis and work performed, and the shop records approvals and pickup details as the job progresses.
How should I number repair orders?
Use a distinct, sequential shop reference for each visit and include it on related estimates and invoices. A year prefix can make records easier to sort, such as RO-2026-1048.
Does the customer have to sign a repair order?
Keep a clear record of what the customer approved and any later change. Some state rules specify where that authorization must be recorded.
Can I use a repair order for trucks, motorcycles or fleet vehicles?
Yes. Use the vehicle fields for the vehicle being serviced and add fleet or unit identifiers when they help identify it. The form does not determine which legal requirements apply to a vehicle or repair.
Is a repair order the same as a work order?
In an auto shop, the names are often used for the same job record. A general work order can also direct work outside vehicle repair; see the general work order template.
Free Repair Order Template (PDF, Word & Excel)
Fill out a repair order on this page, or download the free PDF.