Vehicle Repair Work Order Template (Canada)

Give a written estimate before starting chargeable work

In provinces that follow the Ontario-style model, a repairer must give the customer a written estimate before beginning chargeable work, unless the customer specifically declines one and instead agrees to a maximum amount. This template captures whichever applies — an itemised estimate, or a customer-agreed maximum — rather than assuming an estimate is always given.

Respect the overage limit

Where a province caps the allowed overage — 10% above the estimate in Ontario, for example — exceeding that limit without a fresh authorisation isn't just a customer-relations problem, it can be a statutory violation. This template's not-to-exceed field is designed to work with that kind of rule: if the actual cost would exceed the permitted overage, get a new authorisation rather than simply billing the higher amount.

State the warranty the province actually requires

Some provinces set a statutory minimum warranty on repair parts and labour — 90 days or 5,000 km, whichever comes first, under the Ontario-style model. A work order (or the companion disclaimer) should state at least that minimum, not a shorter period a repairer might otherwise be tempted to offer.

Disclose non-OEM and used parts

Many repairs legitimately use aftermarket, reconditioned, or used parts rather than original-equipment-manufacturer parts. Disclosing that on the work order, rather than leaving it to be discovered later, avoids a dispute over something the customer may have had no objection to if they'd simply been told.

Record diagnostic findings separately from the customer's complaint

"Check engine light on" is what the customer reports; the specific fault code and diagnosis is what the technician actually found. Recording both separately protects the repairer if the diagnosis changes once the vehicle is on the hoist, and gives the customer a genuine record of what was wrong.

Give the customer a copy

Providing the customer a copy of the signed work order, rather than only keeping it on file, gives them a record of exactly what was authorised and at what price — useful for the customer, and a straightforward way for the shop to demonstrate what was actually agreed if the bill is ever queried later.

Check whether your province's rules differ from Ontario's

This template uses Ontario's estimate, overage and warranty rules as the working example because they're well documented, but motor vehicle repair consumer protection is set province by province. A shop operating in another province should confirm its own specific estimate, overage, and warranty requirements rather than assuming Ontario's figures apply everywhere.

Section-by-section guide

Shop and customer details

Identifies the repair shop and the customer authorising the work.

Vehicle description

Records make, model, year, VIN and mileage.

Reported problem and diagnosis

Separates what the customer reported from what the technician found.

Itemised estimate

Lists parts and labour with a total estimated price before work begins, or the agreed maximum if the customer declined an estimate.

Authorisation to proceed

Records how, by whom and when authorisation was given, plus the overage limit.

Parts disclosure

States whether OEM, aftermarket, reconditioned or used parts will be used.

Warranty

States the parts-and-labour warranty period, at least meeting any provincial minimum.

Canadian compliance notes

This uses Ontario's Consumer Protection Act, 2002 as an example; confirm your own province's specific rules.

• Give a written estimate or an agreed maximum before starting work

  In Ontario, a repairer must provide a written estimate before chargeable work begins, unless the customer declines one and agrees to a maximum price instead.

• Don't exceed the permitted overage

  Ontario caps the final repair bill at no more than 10% above the written estimate; other provinces have their own limits or requirements.

• Meet the minimum parts-and-labour warranty

  Ontario sets a minimum 90-day or 5,000 km warranty on repair parts and labour, whichever comes first.

• Check your own province's specific rules

  Motor vehicle repair consumer protection is provincial in Canada; confirm the estimate, overage and warranty rules that apply where your shop operates.

How to complete a work order

1. Record vehicle and customer details. Add the vehicle description and the customer's contact information.
2. Log the problem and diagnosis. Record what the customer reported and what the technician found.
3. Build the estimate. List parts and labour with an itemised estimated total, or record the agreed maximum.
4. Get authorisation. Record how and when the customer authorised the work.
5. Disclose parts and warranty. State parts sourcing and the applicable warranty period.

Frequently asked questions

Related templates

• Motor vehicle bill of sale Template (Canada)
• Vehicle Repair Disclaimer Template (Canada)