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Vehicle & Owner Service Record

This is the standing file for one vehicle — one copy that you and the shop keep current together. It is not filled in again at every visit: we update it in place as the car changes hands, changes tyres, or picks up a new quirk. The intake form and the diagnostic report cover a single visit; this record covers the whole life of the car with us.

Owner & Contacts

Registered owner:

Mobile:

Email:

Address:

Alternate driver (name and phone):

Who may authorise work on this vehicle:

Preferred way to reach you:

Phone call

Text message

Vehicle Identity

Make and model:

Model year:

Trim / variant:

Colour:

Licence plate:

VIN:

Engine code / displacement:

Fuel type:

Transmission (type and fluid spec):

Drive layout:

In service with this shop since:

Tyres, Wheels & Fluids

Front tyre size:

Rear tyre size:

Recommended pressures (front / rear):

Wheel size and bolt pattern:

Wheel nut torque:

Engine oil grade and capacity:

Oil filter part number:

Air / cabin filter part numbers:

Coolant and brake fluid spec:

Battery type and fitted date:

Keys, Codes & Security

Record where things are kept, not the codes themselves. Never write a PIN or a key code into this field.

Number of keys held by the owner:

Spare key kept at:

Locking wheel-nut key stored:

Immobiliser / radio code held by:

Aftermarket alarm or tracker fitted

Shop holds a spare key on file

Warranty & Insurance

Manufacturer or extended warranty provider:

Warranty expires:

Warranty mileage limit:

Insurer and policy number:

Policy renews:

Roadside assistance provider and membership number:

Next registration / roadworthiness inspection due:

Service History

Add one row each time the vehicle leaves the workshop. Newest at the bottom so the mileage reads in order.

Date	Odometer	Work done	Technician	Invoice no.

Maintenance Interval Tracker

What was done last, and the odometer reading at which it falls due again.

Item	Interval	Last done (date / odo)	Next due at odo
Engine oil and filter	Every 10,000 km or 12 months
Tyre rotation and pressure check	Every 10,000 km
Brake fluid	Every 2 years
Coolant	Every 4 years or 80,000 km
Transmission fluid	Per manufacturer schedule
Timing belt or chain inspection	Per manufacturer schedule
Air and cabin filters	Every 20,000 km

Current odometer at last update:

Average distance per month:

Known Issues & Watch List

Things we are keeping an eye on but have not repaired yet — a weeping seal, a pad at 4 mm, a rattle that only appears cold. The technician adds a dated line at every visit and strikes items out once they are fixed.

Owner preferences and standing instructions (parts choice, budget ceiling, courtesy car, wash on collection):

Modifications and non-standard parts fitted:

Attachments

Registration papers, warranty booklet, previous service invoices, photos of damage or modifications:

Upload File

Keep this record current — it is what the technician reads before touching the car.

Use this template

Templates in this pack

The Auto Repair pack includes 7 ready-to-use templates. Each one is a structured, fully editable form you can share with clients to collect information, documents, and signatures in one place.

Frequently asked questions

What's included in the Auto Repair templates?

The Auto Repair pack contains 7 templates: Vehicle & Owner Service Record, Vehicle Intake & Inspection Form, Repair Authorization & Estimate, Service Completion & Quality Check, Customer Satisfaction Survey, Vehicle Diagnostic Report, Shop Service & Pricing Guide. Each is ready to use and fully editable.

Can I customize these templates?

Yes. Every Pocper template is fully editable — add or remove fields, change the wording, and adapt each form to your workflow before sharing it with clients.

How do I use the Auto Repair templates?

Import the pack into your Pocper workspace, open a template, tailor it to your needs, then share a link so clients can fill it out and upload documents in real time.