Can I Authorize Car Repair by Phone? Understanding Your Rights

Updated January 2025

When your car needs repairs, dealing with the process can feel overwhelming. One common question that arises is, “Can I authorize car repair by phone?” The answer is yes, but it’s essential to understand the specifics to ensure you’re protected and the repair process goes smoothly. As your trusted resource at Car Repair Online, we’re here to break down the documentation and authorization requirements you need to know when dealing with automotive repair dealers.

This guide, based on the Automotive Repair Act and related regulations, explains your rights and the proper procedures for authorizing car repairs, including by phone. It’s designed to help both car owners and automotive repair dealers navigate these regulations effectively. Remember, this information is for quick reference and not exhaustive. For in-depth legal details, refer to the official Laws and regulations.

(Note: BPC refers to Business and Professions Code. HSC refers to Health and Safety Code. CCR refers to California Code of Regulations.)

Understanding Estimates for Car Repairs

Before any repair work begins, you’re entitled to a clear estimate. An estimate is a document, either paper or electronic, outlining the anticipated costs for parts and labor for a specific repair job. (BPC § 9884.9, CCR § 3352(a))

When is an Estimate Necessary?

In most cases, an automotive repair dealer must provide an estimate before performing any repairs on your vehicle. (BPC § 9884.9)

Are There Times When an Estimate Isn’t Required?

Yes, estimates aren’t mandatory for preventative maintenance services (like oil changes, tire rotations, as defined in BPC § 9880.1(j)) if:

The service is free. (BPC § 9884.9(e)(1))
The price for the service is clearly displayed and acknowledged by you. (BPC § 9884.9(e)(2))

However, if your visit involves both repairs and preventative maintenance, an estimate is required for the repair portion. It’s also a good practice for shops to include preventative services on the estimate for clarity. (BPC § 9884.9, CCR § 3353(a))

What Information Must Be Included in a Car Repair Estimate?

A comprehensive estimate must detail the specific repair job and the estimated cost for all necessary parts and labor. Unless specified as used, rebuilt, or reconditioned, all parts listed should be new. (BPC § 9884.9, CCR § 3353(a))

Key Points About Estimates:

Sales Tax: Sales tax is not included in the estimate but will appear on the final invoice. (BPC § 9884.8, CCR § 3356(c)(5))
Toxic Waste Disposal: Any disposal fees for hazardous materials must be itemized in both the estimate and the invoice, along with the repair shop’s Environmental Protection Agency ID number. (BPC §§ 9884.8, 9884.9(a), CCR § 3357)
Labor Rate: While the labor rate itself isn’t required on the estimate, some specialized stations (like Smog Check stations) must post their hourly labor rates. (CCR §§ 3312.2(d), 3340.15(d))
Shop Supplies: You can only be charged for supplies actually used on your car, and these must be included in the estimate and itemized on the invoice. General “shop supply” fees are not allowed. (BPC § 9884.9, CCR § 3356(g))
Return of Replaced Parts: If you request to have your old parts returned when authorizing the estimate, this should be accommodated. (BPC § 9884.10, CCR §§ 3355, 3356(i))
Core Charges: Core charges for exchange parts (like batteries) can be included in the estimate. (BPC § 9884.10, CCR §§ 3355, 3356(i))
Sublet Repairs: If the shop plans to sublet any repairs, this must be stated in the estimate. The original repair dealer remains responsible for sublet work. You have the right to know the name and location of the sublet facility upon request. (BPC §§ 9884.7(a)(9), 9884.9(b), CCR § 3353(d))

Alt text: Sample car repair estimate document showing sections for customer information, vehicle details, repair descriptions, parts, labor costs, and authorization signature.

Specialized Estimates: Tear Down, Smog Check, Auto Body, and More

Depending on the type of repair, there are specific estimate requirements:

Tear Down Estimate: Required before disassembling your vehicle for diagnosis. It must include reassembly costs and costs for parts likely to be destroyed during tear down (like gaskets). A second estimate is required after tear down for the actual repairs. (BPC § 9884.9, CCR § 3353(c))
Smog Check Estimate: Must include a notice that you can choose another station for repairs and disclose if the station has limitations in equipment or repair types. (HSC § 44033(c), CCR § 3340.16.5(b))
Auto Body/Collision Repair Estimate: Must be itemized, and new replacement crash parts must be OEM unless specified otherwise. Insurance estimates can be attached if they meet all requirements. (BPC §§ 9884.8, 9884.9, CCR § 3353)

Alt text: Example auto body repair estimate, highlighting itemized breakdown of collision damage repairs, parts replacement costs including OEM and aftermarket options, and paint labor.

Automatic Transmission Estimate: Must note if a diagnostic check of the electronic control module is not possible due to the transmission’s condition. (BPC § 9884.9, CCR §§ 3353, 3361.1(a))
Windshield Installation Estimate: Must specify if the windshield is OEM or non-OEM and inform you about the vehicle downtime after installation. (BPC § 9884.9, CCR §§ 3353, 3365.1(c)(3))
Automotive Air Conditioning Estimate: Standard estimate requirements apply. (BPC § 9884.9, CCR § 3353)

Authorizing Car Repairs: Yes, You Can Authorize by Phone!

Authorization is simply your consent for the repair shop to proceed with the work. Crucially, you can provide this authorization in multiple ways, including by phone.

Acceptable forms of authorization are:

Written Authorization: Your signature on the estimate. (CCR § 3352(e)(1))
Oral Authorization: Verbal consent given in person or over the phone, documented by the repair shop. (CCR § 3352(e)(2))
Electronic Authorization: Consent via email, text, or other electronic means, also documented by the shop. (CCR § 3352(e)(2))

How to Authorize Repairs (Including by Phone):

Before any repairs begin, the shop must obtain your authorization and record it on the estimate. You are entitled to a copy of any document you sign. (BPC § 9884.7(a)(3), CCR § 3353.1(a))

Written Authorization: Requires your signature and the date of authorization. (CCR § 3353.1(b))
Oral Authorization (Including Phone): The shop must record the date, time, name of the person giving authorization, and the phone number called (if applicable). (CCR § 3353.1(c)) This directly addresses “can I authorize car repair by phone” – yes, and the shop must document it properly.
Electronic Authorization: Documentation includes the date, time, name of the authorizing person, and email or phone number (for text) used. (CCR § 3353.1(d))

Any supporting documents, like email or text message chains, must be uniquely identified and kept with the transaction records. (CCR § 3353.1(e))

What is a Work Order?

A work order is a document containing the authorized estimate, the repairs you requested and authorized, and your vehicle’s odometer reading. (BPC § 9884.7(a)(2), CCR § 3352(b))

Alt text: Sample car repair work order form, displaying sections for customer details, vehicle information, detailed repair services requested and authorized, odometer reading, and total estimated cost.

Can Repair Methods or Parts Change After Authorization?

Yes, but only if you authorize these changes before they are made. (CCR § 3354(b))

Authorizing Repairs in Unusual Circumstances & Additional Repairs

Unusual Circumstances: These are situations where you can’t bring your car in during business hours or aren’t present when it’s dropped off (e.g., after-hours drop-off, towing). (BPC § 9884.9, CCR § 3353.2)

Authorizing Repairs in Unusual Circumstances:

Even in these situations, authorization is required before repairs begin. The process involves:

Preparing an estimate. (CCR § 3353.2(a))
Contacting you by phone, email, text, etc., to provide the estimate and obtain authorization. (CCR § 3353.2(b))
Documenting your authorization on the estimate and invoice. (CCR § 3353.2(c))

Authorizing Additional Repairs:

If more repairs are needed beyond the initial estimate, the shop must: (BPC § 9884.9, CCR §§ 3353.1, 3354(a))

Prepare a revised work order with details of additional work and costs.
Contact you (phone, email, text) to provide the revised work order and get your authorization.
Document the additional authorization on the work order and invoice.

Alt text: Example of text message authorization for additional car repairs, showing communication between repair shop and customer for approval of extra costs.

Designating Another Person to Authorize Repairs:

You can designate someone else to authorize additional repairs on your behalf, but this cannot be the repair dealer or their agent, or an insurer involved in the claim. (BPC § 9884.9(d), CCR § 3354(c)(2)) This designation must be documented with specific information on the work order or a separate form. (CCR § 3354(c)(1))

Invoices: What to Expect After Repairs

An invoice is the final bill, provided upon completion of repairs, detailing the final costs for parts and labor. (BPC § 9884.8, CCR § 3352(c))

When is the Invoice Provided?

You’ll receive the invoice once all repairs and any preventative services are completed. (BPC § 9884.8, CCR § 3356)

Required Information on a Car Repair Invoice:

An invoice must include:

Repair Shop Information: Registration number, business name, and address. (CCR § 3356(b))
Parts and Labor: Itemized list of all services and repairs (including free or warranty work), itemized parts list (new, used, OEM/non-OEM), and prices. (BPC § 9884.8, CCR § 3356(c))
Prices/Costs: Subtotals for service/repair work and parts, sales tax, toxic waste fees (if applicable), and the total cost. (BPC § 9884.8, CCR § 3356(c))
Authorization Details: Documentation of unusual circumstances authorizations or additional authorizations (date, time, person authorizing, contact method, description of additional work/costs). (BPC § 9884.8, CCR § 3356(d, e))

Alt text: Sample car repair invoice, showing details of services performed, itemized parts with costs, labor charges, taxes, total amount due, and repair shop information.

Important Invoice Points:

Invoices for No-Charge or Warranty Repairs: Yes, even for these, an invoice detailing all work and parts is required. (BPC § 9884.8, CCR § 3356)
Return of Replaced Parts & Core Charges: Same rules as with estimates. (BPC § 9884.10, CCR §§ 3355, 3356(i))
Acronyms: Common industry acronyms should not be used; descriptions must be easily understandable for customers. (BPC §§ 9884.8, 9884.9, CCR §§ 3353, 3356)

Record Keeping and Business Conduct

Record Maintenance:

Repair shops must maintain records of invoices, estimates (including authorization records like emails/texts), and work orders for at least three years, available for inspection by the Bureau of Automotive Repair (BAR). (BPC § 9884.11, CCR § 3358) All records for a transaction must have a unique identifier. (CCR § 3358(e))

Business Conduct Reminders:

Automotive repair dealers must adhere to ethical business practices. Violations can lead to penalties, including suspension or revocation of registration. Prohibited conduct includes:

Misleading statements.
Blank work orders.
Failure to provide copies of signed documents.
Fraud or gross negligence.
Violation of the Automotive Repair Act.
Poor workmanship standards.
False promises.
Subletting without consent (unless reasonable notification is impossible).
Conviction of fraud or related crimes.

Definitions: Key Terms to Know

Understanding these terms will help you navigate car repair processes:

Automotive Repair Dealer (ARD): Someone who repairs or diagnoses vehicle malfunctions for compensation. (BPC § 9880.1(a))
Repair of Motor Vehicles: General maintenance and repairs, excluding commercial agreements and roadside services. (BPC § 9880.1(k))
Preventative Maintenance Services: Routine services like oil changes, tire rotations. (BPC § 9880.1(j))
Customer: The person authorizing and paying for repairs. (BPC § 9880.1(f))
Crash Part: Exterior body parts (sheet metal, plastic). (CCR § 3303(o))
Original Equipment Manufacturer (OEM) Crash Part: Parts from the original vehicle manufacturer. (CCR § 3303(p))
Non-Original Equipment Manufacturer (Non-OEM) Crash Part: Aftermarket parts. (CCR § 3303(q))
Estimate: Document outlining estimated repair costs. (BPC § 9884.9, CCR § 3352(a))
Tear Down: Disassembly for diagnosis and estimate preparation. (CCR § 3352(d))
Authorization: Customer consent for repairs (written, oral, or electronic). (CCR § 3352(e))
Electronic: Relating to digital or wireless technology. (CCR § 3352(f))
Oral: Voice communication, including phone calls. (CCR § 3352(g))
Work Order: Document with requested repairs, estimate, authorization, and odometer reading. (BPC § 9884.7(a)(2), CCR § 3352(b))
Invoice: Final bill provided after repairs. (BPC § 9884.8, CCR § 3352(c))

Need More Information? Request a Presentation

The Bureau of Automotive Repair (BAR) offers presentations on topics like “Write It Right,” laws and regulations, and more to help you stay informed. These are valuable opportunities to ask questions and connect with BAR representatives.

Request a presentation

In conclusion, authorizing car repair by phone is indeed permissible and a convenient option. Understanding your rights and the proper procedures ensures a transparent and compliant repair process. Always ensure proper documentation and don’t hesitate to ask your repair dealer for clarification on any part of the estimate, authorization, or invoice.