Everyday · free template

Auto Repair Order Form

An auto repair order form recording vehicle details, requested work, parts and labor estimate, and the customer's signed authorisation to proceed.

A ready-to-use automotive, travel & more form for garages, dealers and fleet operators: 18 questions, 2 pages, 3 conditional rules.

Questions
18
Pages
2
Layouts
classic · card
Time to complete
≈ 6 min
Conditional rules
3
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Live preview and test console

This is the real form. Answer it to test the 2 conditional rules — nothing is sent or stored.

Page 1 of 2 — Vehicle and customer

Auto repair order

Include your country code.

Every question on this page is currently visible.

Compliance checklist

Ready to publish
  • Payment items priced — passingEvery payment question charges a real amount, so a submission always records a payment.
  • Conditional logic resolves — passingEvery rule points at a question or page that exists in this template.
  • Financial disclaimer present — passingThis form does not provide financial, tax or legal advice. Any figures shown are indicative only and are not an offer of credit or a guarantee of terms. Please seek advice from a regulated adviser before making a decision.
  • Question labels unique — passingLogic and exports address questions by label, so duplicates are ambiguous.

What happens after submit: nothing is stored in this preview. On your own copy, every response triggers an instant email notification and lands in your response dashboard, ready to export or forward.

Happy with it? Take a copy into your workspace — every question, rule and setting comes with it.

Who this template is for

Auto Repair Order Form is built for garages, dealers and fleet operators who need to capture vehicle detail, service needs and contact preferences.

  • Garages, dealers and fleet operators working in automotive, travel & more.
  • Teams who need to capture vehicle detail, service needs and contact preferences without writing code or paying for a custom build.
  • Anyone replacing quotes based on missing vehicle information with one structured record per enquiry.
  • Respondents are vehicle owners and buyers — the form asks them 18 questions across 2 screens.
  • Mobile-heavy audiences, thanks to the one-question-per-screen card layout.

Why this form is useful

It removes the cost of quotes based on missing vehicle information and turns each submission into a record your team can act on immediately.

  • 12 questions are required, so submissions arrive complete instead of needing a follow-up email.
  • It collects a verified email address so replies and confirmations land.
  • It captures a phone number for urgent follow-up.
  • It records a signature you can keep as proof of agreement.
  • It pins the request to a specific date.
  • It captures a numeric value you can filter and sort on.
  • Conditional logic hides 3 questions until they are relevant — shorter forms convert better than long ones.
  • Splitting the form across 2 pages keeps each screen short and shows respondents how much is left.

How to use this template

From copy to live form is a few minutes of work, and every step is reversible.

  1. 1Press “Use this template” — a fresh copy of Auto Repair Order Form lands in your workspace, ready to edit.
  2. 2Rename or delete any question, and change what is required. Nothing here is fixed.
  3. 3Open Notifications and add the email addresses that should be alerted on each submission; add an auto-reply to the respondent if the form collects an email address.
  4. 4Publish it, then either share the link directly or paste the embed snippet into your site — the embedded form resizes to fit and loads no marketing or advertising trackers.
  5. 5Watch responses land in Submissions, where you can filter, label and export them to CSV or PDF.

Logic and conditions blueprint

Exactly how this form behaves as it is answered — 3 conditional rules ship with it.

  • Features conditional hiding: if “Type of visit” is Diagnostic only, “Requested repair or service” is removed from the form and is never submitted.
  • Features conditional validation: if “Should we call before exceeding the estimate?” is Yes, always call first, “Best number to reach you during the day” becomes mandatory before the form can be sent.
  • Features advanced show logic: if “Do you need a loaner or shuttle?” is Yes, the form dynamically exposes “Loaner or shuttle notes”. Otherwise that question never appears.
  • All 3 rules are editable in the Logic tab, and the built-in checker warns about rules that contradict each other.

About this template

A repair order is the document that keeps a shop and a customer aligned on what work was actually authorised, which matters most the moment a mechanic finds something extra once the car is already on the lift. This form opens with the vehicle and customer details — make, model, VIN and current mileage — then the reason for the visit in the customer's own words, since 'noise when braking' and 'brake pad replacement' are different starting points for diagnosis. A requested-work section separates diagnostic time from a repair the customer has already decided on, because a diagnostic visit and a scheduled repair are priced and authorised differently. The parts-and-labor estimate is recorded as a range or not-to-exceed figure rather than a fixed guess, since most shops can't know the exact cost until the vehicle is opened up. A specific question asks whether the shop should call before doing any work beyond the estimate — the single field that prevents the most common repair-shop dispute, a bill higher than expected with no heads-up call. The form closes with a signed authorisation and a note on how the customer wants to be notified when the vehicle is ready. It is a work-order authorisation, not a final invoice, which should reflect the actual work completed and parts used.

What this form asks

Every question is editable — rename it, make it optional, or delete it entirely.

Page 1 — Vehicle and customer

  • Customer's full namerequired
  • Phone number
  • Email addressrequired
  • Vehicle make, model and yearrequired
  • VIN
  • Current mileagerequired
  • Type of visitrequired
  • Reason for the visitrequired
  • Requested repair or service

Page 2 — Estimate and authorisation

  • Estimated parts and labor cost range
  • Should we call before exceeding the estimate?required
  • Best number to reach you during the day
  • Do you need a loaner or shuttle?required
  • Loaner or shuttle notes
  • How should we notify you when the vehicle is ready?required
  • Agreementrequired
  • Customer's signaturerequired
  • Date signedrequired

18 questions in total.

How the form changes as it's filled in

This template ships with 3 conditional rules, grouped into 3 behaviours driven by 3 questions. Everything below is already set up — edit or delete any rule once the template is in your workspace.

Driven by “Type of visit”

  • Hides questions

    If “Type of visit” is Diagnostic only, the form hides “Requested repair or service”, so nobody answers questions that don't apply.

Driven by “Should we call before exceeding the estimate?”

  • Makes answers required

    If “Should we call before exceeding the estimate?” is Yes, always call first, “Best number to reach you during the day” becomes required before the form can be submitted.

Driven by “Do you need a loaner or shuttle?”

  • Reveals questions

    If “Do you need a loaner or shuttle?” is Yes, the form reveals “Loaner or shuttle notes”.

Set it up step by step

  1. 1

    Capture the customer's own description first

    The symptom in a customer's own words is often more useful for diagnosis than a repair type they've already guessed at.

  2. 2

    Separate diagnostic visits from scheduled repairs

    Hiding the requested-repair field for diagnostic-only visits keeps the order accurate about what's actually being authorised today.

  3. 3

    Always ask about the call-first preference

    This one answer prevents the most common dispute in the shop — a bill that came in higher with no warning call.

  4. 4

    Confirm the notification method up front

    Knowing whether a customer wants a call, text or email means the front desk isn't guessing when the car is ready.

Mistakes to avoid

  • Starting repair work beyond the estimate without confirming the customer's call-first preference.
  • Leaving VIN and mileage off the order, making warranty and history lookups slower later.
  • Treating the signed order as the final invoice instead of updating it with the actual parts and labor used.

What it pairs with

Most teams don't run this form on its own. These are the forms and systems it sits next to.

What to do with the responses

Route the signed order to the assigned technician, and call the customer before exceeding the estimate if that's what they requested.

Works in both layouts

Browse classic templatesBrowse card templates

Forms that overlap this one

These pages cover the same subject ground as the auto repair order form, matched on the words people actually search for.

Frequently asked questions

How is this different from Auto Repair & Service Quote?

The quote form prices a job before a customer commits. This repair order is what gets signed once they authorise a shop to actually start the work.

Does this replace the final invoice?

No — it authorises the work and sets an estimate range. Generate a final invoice separately once the actual parts and labor are known.

Can I use this for a diagnostic-only visit?

Yes, select diagnostic only and the requested-repair field stays hidden, since there's nothing to authorise yet beyond the inspection.

What if the estimate needs to be exceeded?

Check the customer's call-first answer before proceeding — if they asked to be called, get their go-ahead before further work.

Is the Auto Repair Order Form template free to use?

Yes. You can preview and test Auto Repair Order Form on this page without an account, and take a copy into your own HelloForms workspace on the free plan. There is nothing to install and no card required to publish it.

What does the Auto Repair Order Form template ask for?

It asks 18 questions across 2 pages, 12 of which are required. Every question is listed in full further down this page, and each one can be renamed, reordered, made optional or deleted after you copy the template.

Can I edit the Auto Repair Order Form form after copying it?

Yes — the copy is entirely yours. Change wording, add or remove questions, switch between the classic and card layouts, restyle it to match your brand, and set who gets notified on each submission.

How does the conditional logic in this automotive, travel & more form work?

3 conditional rules ship with the template: Features conditional hiding: if “Type of visit” is Diagnostic only, “Requested repair or service” is removed from the form and is never submitted. Features conditional validation: if “Should we call before exceeding the estimate?” is Yes, always call first, “Best number to reach you during the day” becomes mandatory before the form can be sent. Features advanced show logic: if “Do you need a loaner or shuttle?” is Yes, the form dynamically exposes “Loaner or shuttle notes”. Otherwise that question never appears. All rules are editable in the Logic tab.

Where do responses to the Auto Repair Order Form form go?

Submissions land in your workspace under Submissions, where you can search, filter, label and export them to CSV or PDF. You can also email a notification to your team on every submission and send the respondent an auto-reply.

Can I embed the Auto Repair Order Form form on my own website?

Yes. Publish the form and paste the embed snippet into any page or share the direct link. The embedded form resizes to fit its container and loads no advertising or marketing trackers inside the iframe.

Is the signature on this form legally usable?

The template captures a drawn signature and stores it with the submission, along with the timestamp, so you keep evidence of who agreed and when. Whether that is sufficient depends on your jurisdiction and the agreement itself.

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