ToolbeltDocsHow to use this mechanic work order template
- Enter your shop details, the customer and their phone number, then the vehicle's year, make, model, VIN, plate and mileage in.
- Write the customer's concern in their own words and set the promised date.
- After diagnosis, fill in the cause and correction, and add parts (with part numbers) and labor from the auto repair item list.
- Have the customer sign to authorize the repair, on screen or on a printed copy.
- Record mileage out, download the repair order as a PDF, Word or Excel file, or convert it to an invoice.
What should a mechanic work order include?
A mechanic work order — usually called a repair order or RO — should identify the customer and the vehicle (year, make, model, VIN, plate and mileage), record the customer's concern, the cause the technician found and the correction made, and itemize parts and labor, with the customer's authorization before work begins.
- Customer and contact
- Name and a phone number for approving extra repairs.
- Vehicle details
- Year, make, model, engine, VIN and license plate.
- Mileage in and out
- The odometer reading at drop-off and at pickup.
- Concern
- The problem as the customer describes it.
- Cause
- What the technician found during diagnosis.
- Correction
- The repair performed. Concern, cause and correction are often called the "3 Cs".
- Parts
- Each part with part number, quantity and price, and whether it's new, used or rebuilt.
- Labor
- Labor hours and rate for diagnosis and each repair.
- Fees and authorization
- Shop supplies or disposal fees, and the customer's signed authorization of the work and charges.
Mechanic work order example
Example only Here is a filled-in example for a 2016 midsize sedan brought in for a grinding noise when braking: brake inspection, new front pads and rotors, and a brake fluid flush. The prices are made up for illustration only — your labor rate and parts prices will differ.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Diagnostic labor – brake inspection and road test | 0.5 hr | $120.00 | $60.00 |
| Front brake pads | 1 set | $68.50 | $68.50 |
| Front brake rotors | 2 ea | $74.00 | $148.00 |
| Labor – replace front pads and rotors | 1.6 hr | $120.00 | $192.00 |
| Brake fluid flush | 1 ea | $89.95 | $89.95 |
| Shop supplies | 1 ea | $15.00 | $15.00 |
| Subtotal | $573.45 | ||
| Sales tax (0%) | $0.00 | ||
| Total | $573.45 | ||
Sales tax is left at 0% in this example because whether auto repair labor and parts is taxable depends on your state. Check with your state's department of revenue before adding tax.
Tips for a better mechanic work order
- Write the concern in the customer's words"Grinding when braking, worse in the morning" helps the technician and protects you if the customer later says the problem was something else.
- Use concern, cause, correctionFilling in all three on every repair order makes your records clear for the customer, for warranty claims and for the next technician.
- Record VIN and mileage at check-inDo it before the car goes into the bay. It identifies the vehicle exactly and documents its condition when it arrived.
- Get approval before extra workIf you find more problems, call the customer before doing them and note who approved, when, and the amount.
- Describe each partAdd part numbers and say whether parts are new, used or rebuilt, so the customer knows exactly what was installed.
How we built and tested this
This mechanic work order template was written from scratch for its job and is checked by automated tests every time the site changes. Here is what it is based on and how the math is tested.
- Written for this template. The 9 extra fields, the 4 starter lines and the 26-item list of common items were written for this mechanic work order template, not copied from another website.
- Exact math, tested automatically. All money is calculated in whole cents, so there are no rounding errors, in a fixed order: subtotal, discount, tax on the discounted amount, then total. The site has 72 automated tests, 33 of them for the calculation engine, and they run on every change.
- Honest examples. The example above uses made-up prices, labelled as an example, and its totals are calculated by the same code as the tool.
- No legal or tax rules stated as fact. Where rules depend on your state or country, the page says so and points to the official body to check.
Built and tested by Muhammad Zaid · Last updated
Frequently asked questions
Is this mechanic work order template free?
Yes. Create auto repair orders and download them as PDF, Word or Excel at no cost, with no account. Customer and vehicle details stay in your browser.
What's the difference between a work order and a repair order?
In auto repair they're the same thing. Shops usually call it a repair order, or RO, which is why this template numbers documents RO-0001, RO-0002 and so on.
Do I need the customer's written authorization before repairing a car?
Many states have auto repair laws about written estimates and customer authorization before work begins, and the details differ by state. Check your state's consumer protection or automotive repair agency for the rules that apply to your shop.
What are the 3 Cs on a repair order?
Concern, cause and correction: what the customer reported, what the technician found, and what was done to fix it. This template has a field for each.
Why record mileage in and mileage out?
The two readings document how far the car was driven while in your care, including road tests, and give an accurate service record for the vehicle.
Can I turn the repair order into an invoice?
Yes. Click "Convert to invoice" when the repair is done. The customer, parts and labor carry over to an invoice with its own number and due date.
Should a repair order show labor hours?
Yes. Showing labor as hours times your rate, or the flat-rate time you charge, for each repair lets the customer see how the total was reached, and it helps if the work is questioned later.
How do I record parts the customer brought in?
Add them as a line with the part name and no price, and note "customer-supplied". Say in your terms whether your warranty covers labor on customer-supplied parts.
How do I send the repair order to my customer?
Download the PDF and attach it to an email or a text message. On phones that support it, the "Share PDF" button that appears after the download sends the file straight to Messages, WhatsApp or email. Either way the file goes from your device to the app you choose, not through our servers.
Is my information safe? Is anything uploaded?
Nothing you type is uploaded. Your repair order is filled in and turned into a PDF, Word or Excel file in your browser, on your own device, so your customer details, prices and logo never reach our servers or anyone else. Your draft, the documents in "My documents" and, if you tick "Remember my business details", your business details are saved only in this browser, and clearing your browser data removes them. The site's analytics and ads count visits and downloads but never include what you type. On a shared computer, delete your documents from "My documents" when you are done. The privacy policy has the details.
Related tools
- Work Order TemplateCreate a professional work order in minutes. Describe the job, assign and schedule it, track parts and labor, then download a PDF. Free, no sign-up.
- Maintenance Work Order TemplateCreate a maintenance work order in minutes for properties and facilities. Log the unit, asset, priority and repair, then download a PDF. Free, no sign-up.
- Handyman Work Order TemplateCreate a handyman work order in minutes. List each small task, materials and time, add a trip charge and sign-off, then download a PDF. Free, no sign-up.
- Contractor Invoice TemplateCreate a professional contractor invoice in 2 minutes. Add items, tax and deposit paid, then download a PDF. Free, no sign-up, works on your phone.
- Guide: What is a work order?A work order is a document that authorizes and records a job. What a work order is, how it differs from an estimate and invoice, and what to include.
- All work order templatesBrowse every free work order template on the site.