Published 26 May 2023
What is a Repair Order Form?
A repair order form is a tool used in various industries, particularly in automotive and repair services, to document the details of a repair or maintenance service requested by a customer. The form serves as an official record that outlines the specific issues or problems with a product or equipment and provides instructions to the repair technician.
Repair Order Form Template
Auto repair shops and maintenance teams can use this repair order form template to document not only repair but also other kinds of related services. For auto repair, the template includes a list of common services requested and fields to record the vehicle’s year/make/model, serial number, and mileage.
Maintenance teams in other industries can also use this repair order form to do the following:
- Fill in basic details about the repair order, including the repair or service company name, who prepared the repair order form, and customer information.
- Attach before and after photos and provide context notes so that customers can see and understand the changes made in the repair or service.
- Confirm the date and time when the repair or service started and ended.
- Add the type, description, and cost of new and replacement parts.
- Include the digital signatures of the technician and customer before completing the report.
- Export it into a repair order form PDF, Excel, or Word file for recordkeeping and store it securely on the cloud.
A repair order form is also considered a legal document that protects both the customer and the repair service provider by establishing clear expectations and responsibilities. It helps streamline the repair process, provides a reference for future communications, and ensures transparency and accountability in the repair service.
In this article
- Repair Orders vs. Work Orders
- Purpose of the Form in Carrying Out Repair Orders
- What Should You Include in a Repair Order Form?
- How to Create and Use a Repair Order Form
- FAQs About Repair Order Forms
- Ensure Efficient and Streamlined Repair Orders with SafetyCulture
- Related Repair Order Form Templates
Repair Orders vs. Work Orders
While both repair orders and work orders involve documenting and tracking tasks, their main differences lie in their specific applications and industries. Repair orders focus on requesting and recording repairs or maintenance for vehicles or equipment, whereas work orders are more general and can encompass a broader range of tasks within various industries.
Also, repair orders are typically initiated by customers who bring their vehicles or equipment to a repair shop for servicing or repairs. On the other hand, work orders are usually generated by a supervisor, manager, or project coordinator to delegate work to employees or contractors.
Purpose of the Form in Carrying Out Repair Orders
Using a form in completing repair orders helps facilitate the efficient and organized execution of services for vehicles, equipment, and other tangible assets. On top of that, the following benefits can also be achieved when using a repair order form template:
- Documentation – provides a standardized format for documenting the details of the repair service requested by the customer
- Communication – acts as a means of communication between the customer and the repair service provider
- Authorization and Consent – includes a section or field where the customer provides acknowledgment and approval of the repair service
- Cost Estimation – includes an estimate of the repair costs, which helps the customer understand the expected expenses involved in the repair service and allows them to make informed decisions regarding their vehicle or equipment
- Legal Protection – serves as a legal document that outlines the terms and conditions of the repair service to protect both the customer and the repair service provider
What Should You Include in a Repair Order Form?
To help ensure complete documentation of work done during the repair order, include the following elements and sections in your form template:
- Customer Information – full name, address, phone number
- Vehicle/Equipment Details – make, model, year, VIN (Vehicle Identification Number) or serial number (for equipment), mileage or hours of usage (if applicable)
- Description of Issues
- Type of Repair/Service Request
- Cost Estimation
- Repair/Service Sign-off and Completion
How to Create and Use a Repair Order Form
To suit your organization’s needs, you may follow these steps to guide you in creating a comprehensive repair order form template that captures all key details and ensures a smooth process for both customers and repair technicians:
- Add your business’s contact information at the top of the form. Include your business name and address. Also, indicate the order number and expected completion date and time of the service.
- Include fields to record the customer’s contact details, too.
- Specify the type of repair order. You can also add spaces to document the customer’s vehicle or equipment information, such as make, model, year, VIN or serial number, and mileage/hours of usage.
- Allocate a section where you can describe the problems or issues the customer is experiencing with their vehicle or equipment. Provide enough space for a detailed description and ask for specific details, symptoms, or noises.
- Provide an estimated cost for the repair or service. This can be presented as a breakdown of charges, including labor, parts, and any applicable fees.
- Allot fields for the customer’s, technician’s, and approver’s signatures and the date when the repair order form is completed to signify agreement between the parties.
- Before finalizing the form, review it for completeness, clarity, and accuracy. Make sure all fields are clear and organized.
- Make sure to properly keep repair orders in a secure location for easier tracking and efficient recordkeeping.
FAQs About Repair Order Forms
- Repair order – a document specifically used in the context of repairs or maintenance for vehicles, equipment, or other tangible assets, being primarily associated with the automotive industry or repair services sector
- Service order – also known as a work order or a job order; has a broader application and can be used in various industries, encompassing a wider range of services provided to customers, including repairs, maintenance, installations, inspections, or other professional services
The 3 C’s on a repair order help establish a structured approach to identifying, diagnosing, and resolving problems in the repair process. These typically refer to the following:
- Complaint – refers to the customer’s description or statement regarding the problem, issue, or malfunction they are experiencing with their vehicle or equipment
- Cause – pertains to the underlying reason or source of the problem identified during the diagnosis or assessment of the vehicle or equipment
- Correction – covers the specific actions (replacing parts, repairing components, or adjusting settings) needed to rectify the problem and restore the proper functioning of the vehicle or equipment
Yes, repair order forms are highly useful since they help organizations achieve the following:
- Systematic and organized documentation process
- Streamlined maintenance and service tracking
- Efficient cost tracking
- Easy reference for warranty claims
- In-depth analysis of repair history
Ensure Efficient and Streamlined Repair Orders with SafetyCulture
Why use SafetyCulture?
To help technicians, field service workers, and professionals involved in repair work make their processes more optimized and ensure everything is accounted for, using tools and platforms is a must to achieve overall operational improvement.
Luckily, SafetyCulture (formerly iAuditor) is an operations platform and work order software that empowers repair technicians and supervisors to document and manage repair work tasks by doing the following:
- Download and use repair order forms, checklists, and templates from the Public Library to simplify documentation of work done on various sites.
- Document issues on assets being repaired by adding photos, notes, and other media and assigning corrective actions.
- Generate reports to record insights on the completed repair work in various formats, including PDF, Excel, Word, or weblink, and store them on SafetyCulture’s secure cloud.
- Train technicians and field service workers on best practices to carry out repair work effectively.
- Ensure your repair technicians always have sufficient and well-functioning Personal Protective Equipment (PPE) to carry out their work safely. Replenish your PPE supplies by purchasing them through SafetyCulture Marketplace.
- Use SHEQSY by SafetyCulture to monitor and ensure the safety of your lone workers in the field.
- Utilize Heads Up when sharing Standard Operating Procedures (SOPs) in the organization.
Related Repair Order Form Templates
Equipment Repair Form Template
Download and use this equipment repair form template to document client information, details of the equipment being repaired, complaints, and actions taken. Recommend further actions and verify equipment condition after the work is done.
Basic Work Order Template
A work order template is used to document and communicate work requests and authorize field technicians to perform the work. Use this template to track the type of work required, resources needed, and cost involved to complete a project or request.
Order Form Template
This generic order form template can be customized to suit the needs and preferences of your organization. With this order form, you can record the order details, add photos, document items with separate shipping or delivery dates, and note the payment type and status.
SafetyCulture Content Specialist
Patricia Guevara
