Auto Repair (Mechanic) Work Order Template

The Auto Repair (Mechanic) Work Order Template is structured to unify the details defining the service required of a Mechanic or Auto Repair Shop. This template can be used in the Mechanic’s Office or on-site depending upon the situation. It will be important that every section is completed in this paperwork since the finished product will define what both Parties must be able to agree to before proceeding. Additionally, a specific area has been set to accept the Automobile Customer’s signature authorization to proceed with the repair since this act constitutes a promise of payment in exchange for the Mechanic or Auto Repair Shop’s efforts on the concerned job.

How to Write an Auto Repair Work Order in PDF & MS Word

Step 1 – Access The Auto Repair (Mechanic) Work Order PDF Or Word Template

The template on this page can be obtained through the links in this section of the page (“Adobe PDF” or “Microsoft Word (.docx)”). You may also preview this template using the sample image then select either the “PDF” or “Word” button presented with the concerned image.

Step 2 – Address The Auto Repair Mechanic Directly

This template is organized in a similar fashion as many types of correspondence. Here, the Recipient is the Auto Repair Mechanic or Business whose services are being requested. The upper left of this page has been provided with a few items to enable this task. First, find the first text field. Replace its presented content (the term “Company Name”) with the legal business name of the Auto Repair Shop or Freelancer’s “Company Name.” Next, dispense the full “Name” of the Auto Repair Shop or Company representative being addressed to the first blank line then use the second, third, and fourth lines (designated with the labels “Street Address,” “City, State, Country,” and “Zip Code”) to attach the Auto Repair Mechanic’s business address. The next two blank lines presented in this area both continue the process of delivering the Auto Repair Shop’s business contacts. Produce the Customer Service Line to the line labeled with the word “Phone” then enter the Auto Repair Mechanic’s “Email” address to the next blank line.

Step 3 – Furnish A Recording Of The Documentation Number For This Request

The reference or file number that the Auto Repair Business should use to track this document is the focus of the next section. The next section is set in the shaded divider between the Auto Repair Mechanic’s introduction and the rest of this work order. Find the “Work Order #” line then submit the auto repair job’s filing number. Next, produce a report on the “Date” the request for auto repair is made by the Customer. An empty line on the right (“Date”) is placed to display this material with the auto repair request’s filing or work order number.

Step 4 – Identify The Auto Repair Customer

The Auto Repair Customer also has a section devoted to identifying him or her. In “Client Information” the first few lines request the Autor Repair Client “Name,” “E-Mail” address, then “Phone” number. Keep in mind that Reviewers of this paperwork will assume these methods of contact are regularly monitored by the Client. The billing address of the Auto Repair Client is reserved for display by the labels on the next three lines. Use this area to distribute the “Street Address,” “City, State, and “Country” of the Auto Repair Client as well as the appropriate “Zip Code.”

Step 5 – Reserve The Auto Repair Or Maintenance Dates

The time when the car or automobile should have the requested work performed is the topic of the next section on the right (titled “Order”). A production of the first date when the auto repair is set to occur should be used to complete the phrase “Expected Start Date” while the calendar date when the auto repair will be completed is a required entry to the blank line directly after the term “Expected End Date.”

Step 6 – Bill For The Auto Repair (Or Maintenance) Parts

The auto repair being requested will (in most cases) require some automobile parts or fluids. While the Customer may not be obligated to pay for each item, any automobile part or fluid that the Customer will be billed for is a required report in the “Material” table. In fact, the first column of this table uses its column heading to request a “Description” of every automobile part or fluid that will require payment.

A presentation of the number of auto parts or fluids that will be used for the job is expected in the “Quantity” column.

The price of every individual auto part or the cost of the smallest amount of auto fluid that can be billed must be reported in the “Unit Cost” section of this table. It is important to only work across a row when furnishing these items since each one must refer to the previous entries of that row. The “Amount” column of the “Material” table seeks the “Quantity” that was furnished to a row multiplied by the “Unit Cost” documented in the adjacent field. This calculation yields the “Amount” of money expected for the auto parts or fluids being discussed and should be presented as the final record of that row. The “Amount” column will terminate with a field labeled “Total Material” where the sum of all auto part or fluid amounts that will be charged. Add these recorded dollar values producing the sum in the field labeled “total Material.”

Step 7 – Document The Auto Repair Mechanic’s Billable Time

The “Service” table occupying the next portion of the request for auto repair will complement the above information with a documented estimate of the Mechanic’s billable hours and what those hours will likely cost the Customer. The “Description” of this time is needed in this table’s first column. Acceptable content would be considered the dates/times of the Mechanic’s shift for the Customer’s automobile, an account for the testing or tasks the Mechanic’s time or equipment is being spent on, or even a previous contract with this information (i.e. a warranty). Now, continue to the “Hours” column where the length of time spent on the Customer’s automobile (performing the task in the first column) must be documented as the number of “Hours” spent working on it. The compensation expected by the Auto Mechanic or Repair Shop will also be listed in relation to “Hours.” Disclose the exact dollar amount that the Mechanic or Repair Shop will charge for an hour of work in the third column. Summarize the “Service” cost for the task being discussed on that row by multiplying the Auto Mechanic’s work “Hours” by his or her “Hourly Rate.” The result will also be a dollar “Amount.” Use this value to close out the row you are working on by submitting it to the “Amount” column. the “Service” table will need one more report regarding the Auto Mechanic’s compensation. The “Total Service” field seeks the sum of every dollar entry furnished above it in this table. Perform this calculation to dispense the result in “Total Service.”

Step 8 – Combine The Appropriate Figures To Determine The Total

One final column must be tended with information that you calculate before this work order can continue to the next topic. Locate the term “Subtotal,” then combine the value that will be owed in “Total Material” with the charge listed in “Total Service” as this field’s content. The “tax” field placed under the “Subtotal” can only be completed with an entry of the sales or service “Tax” owed to the Tax Entity holding authority over the Auto Mechanic’s transaction. Calculate this “Tax” amount then dispense it as the auto repair “Tax” for this job in the appropriately labeled field of this table. To finish this table, add the auto repair’s “Subtotal” with the owed “Tax.” This result will be considered the “Total” the Auto Repair Customer must pay for the concerned job.

Step 9 – List The Auto Repair Request’s Preparer

This document may be a preprinted item being filled out by the Customer, may have had its information supplied by the Mechanic on-site or over the phone, can be a combination of efforts from both such Parties, or it may be completed by a third party altogether (i.e. a Tow Truck driver holding a pre-existing deal with a mechanic shop). In any case, every Preparer should have his or her name presented on the blank line labeled “Work Order Completed By”

Step 10 – Auto Repair Comments May Be Included If Needed

A couple of empty lines attached to the phrase “Comments Or Suggestions” can be used as a staging area for any additional auto repair discussions that should occur before the repairs begin. Use this section to dispense provisions, titles of paperwork (i.e. a warranty), or disclosures from either Party to the other.

Step 11 – Present This Paperwork For Customer Authorization

The final line of this auto repair request is placed beneath the declaration statement and requires the Auto Repair Customer’s signature as proof of intention that he or she has read this statement, reviewed the above information, and will accept the charges for the work above.

How to Write an Auto Repair Work Order in MS Excel

Step 1 – Use This Page To Access The Auto Repair (Mechanic) Work Order Spreadsheet Form

The “Excel” button presented with the sample image or the “Microsoft Excel (.xlsx)” link provided in this area (above) to acquire your Auto Repair (Mechanic) Work Order Template.

Step 2 – Utilize The First Few Rows To Identify The Auto Repair Mechanic

Once opened, the worksheet will present several distinct sections requiring content. Initially, an introduction of the Recipient will be requested in the first column otherwise referred to as column A. Cell A1 is held by some basic clip art and the term “Add Your Company Logo Here.” Clear both items from this field’s content then upload or insert the Auto Repair Mechanic or Shop’s official logo. Cell A2 and A3 will display with the image. Therefore, remove their contents then input the legal Auto Repair Mechanic’s Shop or “Company Name” where the bracketed item requests it (cell A2) then the full “Name” of the Mechanic or Auto Repair Service’s Employee Representative in cell A3. The subject of these requests will now concern methods of communicating. As with most document headers identifying a Business, the Auto Repair Service’s complete company mailing address will be an expected display. Satisfy this requirement by replacing “Street Address” (displayed in cell A4) with the building number, street, and unit number or PO Box number of the Auto Repair Service’s mailing address then clear cells A5 and A6 of their respective labels “City, State, Country” and “Zip Code” to continue furnishing this address as requested. This area will be completed with the Auto Repair Mechanic’s “E-Mail” and business “Phone” number. Each has a separate field reserved for its display. To this end replace the word “E-Mail” in cell A7 with the Auto Repair Service’s current electronic mail address then remove the word “Phone” from cell A8 to substitute it with the Auto Repair Service’s currently monitored (business) telephone number.

Step 3 – Attach An Appropriate Document Number To The Request

Notice to the right of the Auto Repair Mechanic’s details, two additional fields are presented each carrying a title. The “Work Order” title, placed above cell F5, requests a recording of the document number this request shall be filed under. Clear out the content displayed in cell F5 then deliver a presentation of this number. The “Date” that is displayed in cell H5 is obtained from your desktop settings and delivered as the formal request “Date” for the auto repair services. This calendar day is presented as an editable detail.

Step 4 – Documentation Of the Auto Repair Client Identity Is Required

The Auto Repair “Client Information” is expected as a presentation in a series of cells beginning with cell A11 (“Name”). Present the Auto Repair Client’s full “Name” directly underneath the title “Client Information” then use the guiding labels in cells A12, A13, and A14 to document the “Street Address,” “City, State, Country,” and the Auto Repair Client’s “Zip Code.” This area also seeks a recording of both the Auto Repair Client’s “E-Mail” address and business line or “Phone” number. Present these items in cell A15 and A16, respectively.

Step 5 – Make A Reservation For The Mechanic And Concerned Automobile’s Availability

Naturally, both the Mechanic and automobile must be available during the same day(s) for the requested repair or maintenance to occur. The “Order” section in column G shall handle the task of solidifying the work dates. The first day when the Mechanic will work on the automobile should be produced in cell G11 following the phrase “Expected Start Date” used to label this cell. The final day that work will be expected or the day when the Mechanic will complete the auto repair should also be documented. Present the estimated “Expected End Date” for the auto repair in cell G12.

Step 6 – Deliver A Brief Report On The Auto Repair Material(s) That Will Be Needed

Auto repairs and even maintenance often require replacement automobile parts, auto accessories, and fluids to complete the requested service. In nearly every case, the Mechanic will require that payment for these parts be submitted by the Auto Repair Client. Furnish this list in column A of table titled “Material.” Use as many rows as needed to record the automobile part name or product number needed for the auto repair. The second column of this table is found in column F. The “Quantity” of the automobile parts and fluids needed by the Mechanic for the Client’s vehicle should be documented in this column so that it will display adjacent to the concerned automobile part or fluid.

The G column in the “Material” table requests a specific dollar value which will, in turn, generate additional dollar values in the column that follows it. The “Unit Price” the Mechanic will charge the Customer for the automobile part listed should be distributed to this column. Once done, the “Amount” of payment for the concerned automobile part or fluid on that row will display in column H of that row.

Step 7 – Furnish Documentation To Define The Mechanic’s Service Time

The “Service” table is provided to display the estimated repair time needed to complete the Client’s request. The time spent working on the auto can be detailed as the name of the auto repair project (i.e. “repair transmission”), the times worked on the Client request, or a combination of both. Such documentation should be dispensed to column A in “Service” on a shift by shift or project by project basis. All “Hours” that will be spent working on the Client’s automobile is also an expected report. Furnish it under “Hours” in column F.

The “Service” table also seeks to display a predetermined “Hourly Rate” for the job. Column G has been set to accept the dollar amount that will be paid to the Mechanic for a single work hour spent on the automobile. As each row is completed with the above information, column H will use a formula to produce the expected charge for that project or shift under its title “Amount.”

Step 8 – Report the Calculated Tax Expected With Payment

A final area requiring a dollar entry is found in the third table of this page. Cell A36, designated by the word “Tax,” will factor your entry to the “Total” payment that will be requested for the auto repair. Oftentimes, the jurisdiction governing the Mechanic’s transactions shall expect the Customer to submit a “Tax” amount with the auto repair job’s “Subtotal” displayed above it. Determine the auto repair’s sales or service “Tax” then record it in cell H36.

Step 9 – Attach The Preparing Author’s Name To This Document

Seek the bracketed label “Individual’s Name” in cell A37. This label shall complete the term “Work Order Completed By” and expects to be replaced by the full name of every individual who has furnished information to the spreadsheet above.

Step 10 – A Delivery Of Additional Content Is Optional

The space labeled “Comments Or Suggestions” in cell A38 can be utilized as a presentation area for any other information pertinent to the auto repair or the Parties involved.

Step 11 – Gain The Authorizing Signature To Proceed From The Auto Repair Client

The signature of the Autor Repair Client is the final requirement needed by this spreadsheet. Make this work request and any attachments listed in cell A38 available to the Auto Repair Client for review. Upon approval and acceptance of the payment terms he or she should sign the “Client Signature” line in cell A42