What is a auto repair authorization?
An auto repair authorization is the form a vehicle owner signs when leaving a vehicle with a garage. It says what the owner reported, what the garage may do now, and how much it may spend before calling for approval. It protects the owner from surprise bills and the garage from disputes about work the owner says they never agreed to.
This template records the vehicle, registration, VIN, mileage and drop-off date, the problem in the owner's words, and the work authorised now. It sets an optional diagnostic fee (payable even if the repair is declined), an optional estimate, and a spending limit including parts, labour and tax. If more work is needed, the garage calls the owner and records who approved what, when; if the owner can't be reached, work stops at the limit. It covers the type of parts, whether old parts are returned, the labour rate, road tests by staff, an itemised invoice and payment on collection, collection time and storage fees, care of the vehicle and valuables, and an optional repair warranty. Where local law requires a written estimate or gives the owner more rights, those rules apply.
- Best for
- Independent garages, auto shops, mobile mechanics, bodyshops
- Signed by
- The vehicle owner and the garage's service adviser
- Key control
- A spending limit — extra work only with the owner's recorded approval
- Length
- About 2 pages, initialled on every page
When to Use a auto repair authorization
- A customer dropping off a car with a warning light or strange noise
- Booking in a service with an agreed cap for any extra repairs
- Diagnosing a fault where the owner wants a call before any repair
- A fleet or company vehicle repaired on an authorised budget
- A customer who wants their old parts returned
What You Fill In
24 blanks, then the name and email of each person who signs: garage, vehicle owner.
1 The parties
- Garage*
- Garage address
- Garage phone
- Owner's name*
- Owner's phone*
2 The vehicle
- Vehicle (year, make, model)*
- Registration or licence plate*
- VIN
- Mileage in
- Date left with the garage*
- Repair order number
3 The work
- Problem reported by the owner*
- Work authorised now*
- Currency*
- Diagnostic or inspection fee
- Estimate for the authorised work
- Spending limit without further approval*
4 Parts and collection
- Parts* new parts from the vehicle manufacturer · new parts of equivalent quality (aftermarket) · the Garage's choice of suitable new parts · used or reconditioned parts where suitable
- Replaced parts* may be disposed of by the Garage · are to be returned to the Owner
- Labour rate per hour
- Days to collect after notice*
- Storage fee per day after that
- Repair warranty
- Governing law*
5 Who signs
- Garage signature and date, job title, initials on every page · The repair shop. A service adviser usually signs.
- Vehicle owner signature and date, initials on every page · The owner, or someone authorised by the owner to approve repairs.
What the auto repair authorization Covers
- The vehicle
- The problem and the work authorised
- Spending limit and extra work
- Parts and labour
- Payment
- Collection and storage
- Care of the vehicle
- General
Using the auto repair authorization, step by step
1 Book the vehicle in
Enter the vehicle, plate, VIN and mileage in, and the repair order number if you use one. Write the problem in the owner's own words.
2 Write what's authorised now
Be specific: "Diagnose the ABS light; replace front pads and discs if worn below limits." Add a diagnostic fee and an estimate if you have them.
3 Set the spending limit
Enter the most you may charge, including parts, labour and tax, before calling the owner, and the phone number to call. Some places require a written estimate and consent above certain amounts — check local rules.
4 Choose parts and collection terms
Pick the type of parts, whether old parts are returned, your labour rate, days to collect after notice, any storage fee and your repair warranty. Send it to the owner's phone to sign at the counter.
Tips Before You Send It
- Log every phone or text approval with the date, time, amount and name, as the agreement promises — it's your best evidence if a bill is disputed.
- Ask the owner to remove valuables before handing over the keys.
- Give an itemised invoice showing parts, labour and tax; the agreement commits the garage to it.
- Tell the owner about storage charges before they apply, especially for vehicles waiting on parts or a decision.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date and initials box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Auto repair authorization: frequently asked questions
Can a garage charge more than the estimate?
Not beyond the spending limit in this authorization without the owner's approval first. If more work is needed, the garage contacts the owner, and if they decline or can't be reached, work stops at the limit. Local law may add further protections, and the form says those apply.
Can the garage keep my car until I pay?
Payment is due on collection. Where the law allows (often called a repairer's lien), the garage may keep the vehicle until the authorised charges are paid.
Do I get my old parts back?
If you choose that option, yes — except parts that must go back to a supplier under a warranty or exchange, or that must be disposed of as hazardous waste.
Is an e-signed repair authorization valid?
Electronic signatures are generally valid for ordinary business documents like this in the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF.