In the automotive repair industry, providing excellent service goes hand in hand with adhering to legal standards and maintaining transparent business practices. For auto repair dealers committed to “do rite auto repair,” understanding and implementing proper documentation and authorization procedures is not just about compliance—it’s about building trust and ensuring customer satisfaction. This comprehensive guide, updated for 2025, outlines the critical documentation and authorization requirements every reputable auto repair business should follow.
This resource serves as your go-to reference for navigating the complexities of repair transactions, ensuring that your shop operates with integrity and professionalism. While this information is designed for quick reference and is not exhaustive, it covers essential aspects derived from automotive repair regulations. For in-depth information, refer to the official Laws and regulations.
The Cornerstone of Trust: Estimates
An estimate is more than just a price quote; it’s a formal document—paper or electronic—that details the anticipated costs for parts and labor for a specific repair job. (BPC § 9884.9, CCR § 3352(a)) For businesses dedicated to “do rite auto repair,” the estimate is the first step in establishing clear communication and mutual understanding with the customer.
Unless otherwise stated, all references to ‘estimate’ herein refer to a standard estimate.
When is an estimate essential for “do rite auto repair” services?
Providing a detailed estimate is a mandatory step before commencing any repair work on a motor vehicle. (BPC § 9884.9) This practice aligns with the principles of “do rite auto repair” by keeping customers informed and empowered.
Are there instances where an estimate isn’t required?
For preventative maintenance services, as defined in BPC § 9880.1(j), an estimate is not legally required if the customer authorizes the service and one of two conditions is met:
- The preventative service is provided completely free of charge. (BPC § 9884.9(e)(1))
- The complete cost for parts and labor for the preventative service is clearly displayed or explicitly communicated to and acknowledged by the customer. (BPC § 9884.9(e)(2))
However, even when not mandated, for “do rite auto repair,” transparency suggests including preventative maintenance on an estimate when it’s part of a larger repair job. If a job includes both repairs and preventative maintenance, an estimate is required for the repair portion. Listing preventative services on the estimate, though not legally obligatory, is a best practice. (BPC § 9884.9, CCR § 3353(a))
What key details must a “do rite auto repair” estimate include?
A comprehensive estimate must clearly describe the specific repair job and provide the estimated price for all necessary parts and labor. In the spirit of “do rite auto repair,” each part should be listed as new unless it is explicitly identified as used, rebuilt, or reconditioned. (BPC § 9884.9, CCR § 3353(a))
Does the estimated price include sales tax?
No, sales tax is not part of the estimated price. It is only included in the final invoice. (BPC § 9884.8, CCR § 3356(c)(5)) “Do rite auto repair” means providing accurate pricing, and sales tax is a separate charge applied at the invoicing stage.
Are toxic waste disposal costs part of the estimate?
Yes, any fees related to the handling and disposal of toxic wastes or hazardous materials directly linked to the repair job must be clearly itemized in both the estimate and the invoice. Furthermore, if a disposal fee is applied, both documents must include the automotive repair dealer’s Environmental Protection Agency identification number. (BPC §§ 9884.8, 9884.9(a), CCR § 3357) This is crucial for environmental compliance and transparent pricing in “do rite auto repair.”
Is the labor rate disclosed in the estimate?
While the specific labor rate is not mandated in the estimate or invoice, transparency in pricing is still important for “do rite auto repair”. Vehicle safety systems inspection stations are required to conspicuously post their inspection prices. Similarly, Smog Check stations must display a price list for their services and their hourly labor rate for repairs. (CCR §§ 3312.2(d), 3340.15(d)) Although not explicitly in the estimate, this information should be readily available.
Can customers be charged for shop supplies?
Charging for generic “shop supplies” or “miscellaneous parts” is not permitted. “Do rite auto repair” means customers should only be charged for supplies directly used on their vehicle. The cost of these specific supplies must be included in the estimate and itemized on the invoice. (BPC § 9884.9, CCR § 3356(g))
What if a customer wants replaced parts returned?
If a customer requests the return of replaced parts when authorizing the estimate, this should be accommodated and factored into the service. (BPC § 9884.10, CCR §§ 3355, 3356(i)) “Do rite auto repair” respects customer property rights and preferences.
Are core charges on parts included in estimates?
Core charges, applicable to exchange-based parts like batteries, can be included in the estimate if applicable. It’s important to note that warranty-replaced parts, which must be returned to the manufacturer, do not involve core charges. (BPC § 9884.10, CCR §§ 3355, 3356(i)) Clear communication about core charges is part of “do rite auto repair.”
Can “do rite auto repair” services include sublet repairs? Who is accountable for them?
Yes, with customer consent, repairs can be sublet. The estimate must disclose any sublet repairs. Importantly, the original automotive repair dealer remains responsible for all sublet repairs as if they were performed in-house. Upon customer request, the identity and location of the subletting facility must be disclosed. (BPC §§ 9884.7(a)(9), 9884.9(b), CCR § 3353(d)) “Do rite auto repair” extends to responsible oversight of sublet services.
Are Smog Check inspections or repairs eligible for subletting?
While Smog Check inspections cannot be sublet (CCR § 3340.15(h)), Smog Check stations performing repairs can sublet specific services:
- Exhaust systems: Repairs typically handled by muffler shops, provided the Smog Check station has already diagnosed the issue and obtained repair authorization. (CCR § 3340.15(h)(1))
- Defective components: Repair of components already diagnosed as faulty and removed by the authorizing Smog Check station. (CCR § 3340.15(h)(2))
- Diesel vehicles: Repairs on diesel-powered vehicles, subject to customer authorization for subletting. (CCR § 3340.15(h)(3))
- Transmissions: Transmission repairs, requiring customer authorization for subletting. (CCR § 3340.15(h)(4))
- On-board computer software: Corrections to vehicle software, if the issue was diagnosed by the authorizing Smog Check station. (CCR § 3340.15(h)(5))
Specialized Estimates for “Do Rite Auto Repair”
When is a tear down estimate necessary?
A tear down estimate becomes necessary when a vehicle or component needs disassembly for diagnostic purposes before a standard repair estimate can be provided. (BPC § 9884.9, CCR § 3353(c)) This is a critical step in “do rite auto repair” for accurate diagnosis and fair pricing.
What information is required in a tear down estimate?
In addition to the standard estimate requirements, a tear down estimate must include: (BPC § 9884.9, CCR § 3353)
- The cost to reassemble the vehicle or component. (CCR § 3353(c)(1)(A))
- Costs for parts and labor to replace items typically damaged during disassembly, like gaskets and seals. (CCR § 3353(c)(1)(B))
- A notification if the tear down process might prevent restoring the vehicle or component to its original condition. (CCR § 3353(c)(1)(C))
The timeframe for the repair estimate begins from the authorization date of the tear down. (CCR § 3353(c)(1)(D))
Is a second estimate needed after a tear down?
Yes. After the tear down and diagnosis, a second, itemized estimate for the actual repairs is mandatory. Customer authorization for repair or reassembly is needed before proceeding with further work or incurring additional charges. (BPC § 9884.9, CCR § 3353(c)(2)) This two-step estimate process exemplifies “do rite auto repair” by ensuring no surprise charges.
If a customer declines repair after a tear down, this decision must be documented on the tear down invoice. (CCR §§ 3353(c)(3), 3356(h))
What are the specific requirements for a Smog Check estimate?
A Smog Check estimate must include all standard estimate information, plus: (BPC § 9884.9, CCR § 3353)
- A notice informing the customer of their option to choose another Smog Check station for repairs, adjustments, or subsequent tests. (HSC § 44033(c))
- Disclosure, both verbally and in writing, if the station may not be equipped or qualified to repair the vehicle should it fail inspection, or if the station has policies against repairing certain vehicle types or failure types. (CCR § 3340.16.5(b)(1-3)) Full disclosure is a hallmark of “do rite auto repair”, especially in specialized services like Smog Checks.
What are the unique aspects of an auto body or collision repair estimate?
Auto body or collision repair estimates must be itemized and meet all standard estimate requirements. Additionally, any new replacement crash part must be an OEM part unless explicitly identified as non-OEM aftermarket or used. Vague descriptors like “Opt-OEM” are not acceptable. (BPC §§ 9884.8, 9884.9, CCR § 3353) Using appropriate parts and clear labeling are key for “do rite auto repair” in collision services.
Insurance company estimates can be attached to and referenced in the automotive repair dealer’s estimate if they comply with all estimate requirements in BPC § 9884.9 and CCR § 3353.
What additional information is required in an automatic transmission estimate?
An automatic transmission estimate must meet standard requirements and also state 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))
When describing automatic transmissions in estimates or invoices (or advertising), using terms like “exchanged,” “rebuilt,” etc., is allowed only if all work specified in CCR § 3361.1(c) has been completed since the transmission’s last use.
What about windshield installation estimates?
A windshield installation estimate must include standard information, specify whether the windshield is OEM or non-OEM, and inform the customer that vehicle operation will be restricted for a certain period after installation. (BPC § 9884.9, CCR §§ 3353, 3365.1(c)(3)) Safety and transparency regarding part origin are essential in “do rite auto repair” for windshield services.
What’s specific to automotive air conditioning estimates?
Automotive air conditioning estimates must adhere to standard estimate requirements. (BPC § 9884.9, CCR § 3353)
When using terms like “service,” “diagnosis,” etc., for air conditioning work in estimates, invoices, or advertising, “do rite auto repair” dictates that all procedures in CCR § 3366, representing accepted trade standards for AC work, must be followed.
The Green Light: Authorization
Authorization is the customer’s formal consent for the specified repair work. It can be given in two primary ways:
- By signing the estimate to authorize the job in writing. (CCR § 3352(e)(1))
- Through oral or electronic communication to the repair dealer, documented on the estimate. (CCR § 3352(e)(2))
How is authorization properly obtained for “do rite auto repair”?
All repairs must be authorized by the customer—written, oral, or electronic—before any work begins. The authorization must be recorded on the estimate. Customers must receive a copy of any document they sign at the time of signing. (BPC § 9884.7(a)(3), CCR § 3353.1(a)) “Do rite auto repair” always prioritizes informed consent.
- Written authorization requires the customer’s signature and date on the estimate. (CCR § 3353.1(b))
- Oral authorization documentation must include the date, time, name of the authorizing person, and any phone number used. (CCR § 3353.1(c))
- Electronic authorization records must contain the date, time, name of the authorizing person, and email or phone number (for text) used. (CCR § 3353.1(d))
Any supplementary documents used for authorization, like email or text exchanges, must be uniquely identified and kept with the transaction records. (CCR § 3353.1(e))
What is required in a work order for “do rite auto repair”?
A work order must contain the authorized estimate, the repairs requested and authorized, and the vehicle’s odometer reading. (BPC § 9884.7(a)(2), CCR § 3352(b)) The work order is the operational blueprint for “do rite auto repair.”
Mobile automotive repair businesses must provide customers with a copy of their regulatory sign (CCR §§ 3351.3, 3351.4) along with the work order. (CCR §§ 3351.3, 3351.7.3(e))
Can repair methods or parts in the work order be changed?
Yes, but only with prior customer authorization for the change. (CCR § 3354(b)) Flexibility with customer consent is part of responsible “do rite auto repair.”
Authorization Under Unusual Circumstances
What are considered unusual circumstances for authorization?
Unusual circumstances arise when a customer cannot bring their vehicle in during business hours or isn’t present when the vehicle arrives—for example, drop-offs outside business hours or vehicle tows. (BPC § 9884.9, CCR § 3353.2) “Do rite auto repair” needs to accommodate various customer situations while maintaining compliance.
Under Vehicle Code section 22651.07, if a repair dealer also provides towing or storage, they must give a separate itemized invoice for these services. Towing authorization must be on a form separate from the repair estimate. Towing and storage services should consult the Vehicle Code and Civil Code for regulations on reasonable fees.
How is repair authorization handled in unusual circumstances?
To obtain authorization before starting repairs in unusual situations:
- Prepare a detailed estimate. (CCR § 3353.2(a))
- Contact the customer via phone, email, text, or other electronic means to provide estimate details and secure authorization. (CCR § 3353.2(b))
- Document the customer’s authorization properly on both the estimate and the invoice. (CCR § 3353.2(c))
Even with notes left with vehicles dropped off after hours, authorization is still required before commencing any repairs; a note alone is not sufficient authorization. “Do rite auto repair” insists on clear authorization, regardless of the situation.
Securing Additional Authorization
How are additional repairs authorized in “do rite auto repair”?
Before proceeding with any repairs beyond the initial estimate or incurring extra charges: (BPC § 9884.9, CCR §§ 3353.1, 3354(a))
- Create a revised work order detailing all additional parts and labor, their costs, and the new total revised cost.
- Contact the customer by phone, email, text, or electronically to provide the revised work order details and get their authorization.
- Document the additional authorization on both the work order and invoice.
Can a customer designate someone else to authorize additional repairs?
Yes, customers can designate another person (not the repair dealer, their agent, or the insurer) to authorize additional work at the time of initial authorization. (BPC § 9884.9(d), CCR § 3354(c)(2)) This offers flexibility while maintaining accountability in “do rite auto repair.”
How is customer designation documented?
Document the following on the work order or a separate form:
- Title: “DESIGNATION OF PERSON TO AUTHORIZE ADDITIONAL DIAGNOSIS, REPAIR, OR PARTS” (CCR § 3354(c)(1)(A))
- Statement: “I hereby designate the individual named below to authorize any additional work not specified or parts not included in the original estimate for parts and labor.” (CCR § 3354(c)(1)(B))
- Name of designated person (CCR § 3354(c)(1)(C))
- Designated person’s contact information (CCR § 3354(c)(1)(D))
- Customer’s signature (CCR § 3354(c)(1)(E))
- Date of signing (CCR § 3354(c)(1)(F))
- Work order number (CCR § 3354(c)(1)(G))
Finalizing the Service: The Invoice
An invoice is a detailed final bill—paper or electronic—given to the customer after repairs are complete, listing the final costs for parts and labor. (BPC § 9884.8, CCR § 3352(c)) The invoice is the final step in transparent “do rite auto repair” transactions.
Unless specified otherwise, ‘invoice’ refers to a standard invoice in this guide.
When is the invoice provided to the customer?
The invoice is provided upon completion of all repair work, including any preventative maintenance services. (BPC § 9884.8, CCR § 3356) Timely and accurate invoicing is a hallmark of “do rite auto repair.”
What are the mandatory components of a “do rite auto repair” invoice?
An invoice must include:
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Automotive repair dealer information: Registration number, business name, and address as per official records. (CCR § 3356(b))
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Parts and labor details:
- Itemized list of all services and repairs, including prices, and noting any warranty or no-charge repairs. (BPC § 9884.8, CCR § 3356(c)(1))
- Itemized list of each part, using common terms for customer understanding, indicating if parts are new, used, reconditioned, rebuilt, and OEM/non-OEM for crash parts. (BPC § 9884.8, CCR § 3356(c)(2)) Part kits can be listed as single items with brand and part number. (CCR § 3356(c)(2)) Also include details of replaced parts not returned to the customer, if applicable. (CCR §§ 3355(c)(1)(B), 3356(i))
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Prices and costs breakdown:
- Subtotal for all service and repair work. (BPC § 9884.8, CCR § 3356(c)(3))
- Subtotal for all parts (excluding sales tax). (BPC § 9884.8, CCR § 3356(c)(4))
- Sales tax amount, if applicable. (BPC § 9884.8, CCR § 3356(c)(5))
- Toxic waste fee, if any, as per the estimate, and the EPA number. (CCR § 3357)
- Total cost for all services, parts, and sales tax. (BPC § 9884.8, CCR § 3356(c)(6))
Separate billing for generic shop supplies, miscellaneous parts, or electronic communication fees is prohibited. (CCR § 3356(g))
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Authorization details:
- Documentation of customer’s refusal of repair or reassembly after tear down, if applicable. (CCR §§ 3353(c)(3), 3356(h))
- For unusual circumstances authorizations, include the date and time of estimate authorization, authorizer’s name, and contact details used. (BPC § 9884.8, CCR § 3356(d))
- For additional authorizations (oral or electronic), detail the date, time, authorizer’s name, contact details, descriptions and costs of additional parts and labor, and the total price. (BPC § 9884.8, CCR § 3356(e))
Alternatively, for oral additional authorization, a signed “Acknowledgement of Notice and Consent” form can be used, referencing work order revisions. (BPC § 9884.9(a)(2), CCR § 3356(e)(2)) This form must include: “I acknowledge notice of oral approval of an increase in the original estimated price.”
Is an invoice needed for no-charge or warranty repairs?
Yes, invoices are required for all services—including no-charge, warranty, and insurance-paid repairs—to document all parts and labor provided. (BPC § 9884.8, CCR § 3356) Comprehensive record-keeping is a tenet of “do rite auto repair.”
Are replaced parts required to be returned with the invoice?
Replaced parts must be returned if the customer requested this when authorizing the estimate, except for core parts or warranty-return parts. In these cases, inspection must be offered. Non-returnable replaced parts must be noted on the invoice. (BPC § 9884.10, CCR §§ 3355, 3356(i))
Are core charges included in the invoice?
Core charges for exchange-based parts can be included in the invoice. Warranty parts returned to manufacturers do not involve core charges. (BPC § 9884.10, CCR §§ 3355, 3356(i)) Invoice clarity about core charges prevents misunderstandings in “do rite auto repair.”
Can industry acronyms be used in estimates and invoices?
No, estimates and invoices should use clear, common language to describe parts and labor. Acronyms like “R&R” or “TPS” are not acceptable as they may not be understood by customers. (BPC §§ 9884.8, 9884.9, CCR §§ 3353, 3356) Plain language is crucial for “do rite auto repair” communication.
For mobile repair businesses with multiple registrations, must all numbers be on the invoice?
No, only the registration number associated with the vehicle being serviced needs to be on the invoice. (CCR § 3356(b))
Can a lien sale be initiated for unpaid invoices?
Yes, a lien sale can be conducted if a customer fails to pay an authorized invoice, provided all invoice requirements are met under Civil Code section 3068(a). (BPC § 9884.16) “Do rite auto repair” businesses have legal recourse for non-payment. Refer to the Civil Code and www.dmv.ca.gov for lien sale requirements.
Specialized Invoices for “Do Rite Auto Repair”
What are the special requirements for a Smog Check invoice?
A Smog Check invoice must include all standard invoice information, with a Vehicle Inspection Report attached. (BPC § 9884.8, CCR §§ 3340.41(a), 3356)
What’s unique about an automatic transmission invoice?
An automatic transmission invoice must meet standard invoice requirements. (BPC § 9884.8, CCR § 3356) Descriptive terms for transmissions like “rebuilt” are allowed only if the conditions in CCR § 3361.1(c) are met.
What additional information is required on a windshield installation invoice?
A windshield installation invoice must include standard details, plus the windshield cure time, installation completion date and time, and whether the windshield is OEM or non-OEM. (BPC § 9884.8, CCR §§ 3356, 3365.1(c)(4))
What about automotive air conditioning invoices?
Air conditioning invoices must contain standard invoice information and also specify system operating pressures (high and low side, if applicable) and the center air distribution outlet temperature. (BPC § 9884.8, CCR §§ 3356, 3366(a)(15), 3366(a)(16)) Using terms like “service” for AC work on invoices implies adherence to trade standards in CCR § 3366.
Sample Documents for “Do Rite Auto Repair”
Estimate
Alt text: Sample auto repair estimate form illustrating required sections for parts and labor costs, customer authorization, and shop information, essential for transparent “do rite auto repair” practices.
Auto body/collision repair estimate
Alt text: Example of an auto body repair estimate showcasing itemized crash parts, OEM vs. non-OEM designations, and sections for labor and paint costs, critical for accurate “do rite auto repair” collision services.
Work order
Alt text: Work order template demonstrating sections for customer details, vehicle information, authorized repairs, odometer reading, and technician notes, vital for organized “do rite auto repair” workflow.
Additional authorization
The following sample shows additional authorization obtained via text.
Alt text: Text message example illustrating customer authorization for additional auto repairs, showing date, time, and approval of revised estimate, documenting proper “do rite auto repair” communication.
Invoice
Alt text: Sample auto repair invoice displaying itemized services, parts with new/used status, costs, taxes, and dealer information, representing final billing for “do rite auto repair” services.
Record Keeping: Essential for “Do Rite Auto Repair” Compliance
What records must a “do rite auto repair” business maintain?
The following records must be kept in written or electronic form:
- All invoices (BPC § 9884.11, CCR § 3358(a))
- All estimates, including authorization records like emails or texts (BPC § 9884.11, CCR § 3358(b))
- All work orders, including additional authorization records (BPC § 9884.11, CCR § 3358(c))
For electronic storage, ensure all documents with customer signatures are scanned.
How long must records be retained for “do rite auto repair”?
Records must be kept for at least three years and must be available for BAR inspection during business hours. (BPC § 9884.11, CCR §§ 3340.15(e), 3358(d))
Are unique identifiers needed for records?
Yes, all records related to a specific transaction must have a unique identifier linking them to that transaction. (CCR § 3358(e)) Organized record-keeping is fundamental to “do rite auto repair” operations.
Business Conduct Standards for “Do Rite Auto Repair”
Automotive repair dealers should be aware that registration can be denied, suspended, revoked, or put on probation for business conduct violations, including: (BPC §§ 490, 9884.7)
- Making false or misleading statements.
- Having a customer sign a work order without repair details or odometer reading.
- Not providing customers copies of signed documents.
- Fraudulent activities.
- Gross negligence.
- Non-compliance with the Automotive Repair Act or regulations.
- Willful disregard of accepted repair standards.
- Making false promises to secure repair authorization.
- Subcontracting repairs without customer consent (unless notification is not reasonably possible).
- Conviction of Penal Code section 551 violations (fraud).
- Conviction of crimes substantially related to auto repair dealer qualifications.
Upholding ethical business conduct is paramount in “do rite auto repair.”
Key Definitions for “Do Rite Auto Repair” Professionals
- Automotive repair dealer (ARD): A person engaged in repairing or diagnosing vehicle malfunctions for compensation, or managing/referring sublet repairs for compensation. (BPC § 9880.1(a))
- Repair of motor vehicles: All vehicle maintenance and repairs, excluding commercial agreements and roadside services. (BPC § 9880.1(k))
- Preventative maintenance services: Includes oil changes, tire rotations, and other services as defined in BPC § 9880.1(j).
- Customer: The person presenting the vehicle for repair and authorizing services. (BPC § 9880.1(f))
- Crash part: Replacement for non-mechanical exterior vehicle parts, including panels. (CCR § 3303(o))
- Original equipment manufacturer (OEM) crash part: Crash part made by or for the original vehicle manufacturer. (CCR § 3303(p))
- Non-original equipment manufacturer (non-OEM) crash part: Aftermarket crash part not made by the vehicle manufacturer. (CCR § 3303(q))
- Estimate: Document providing estimated costs for parts and labor. (BPC § 9884.9, CCR § 3352(a))
- Tear down: Disassembling a vehicle for estimate preparation. (CCR § 3352(d))
- Authorization: Customer consent for repair work, written or documented oral/electronic. (CCR § 3352(e))
- Electronic: Technology with electrical, digital, wireless, or similar capabilities. (CCR § 3352(f))
- Oral: Voice communication, in person, by phone, or electronically. (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, detailing final costs. (BPC § 9884.8, CCR § 3352(c))
Understanding these definitions is crucial for practicing “do rite auto repair” effectively and legally.
Request a Presentation for “Do Rite Auto Repair” Excellence
Enhance your shop’s “do rite auto repair” practices by staying informed. BAR offers presentations on Write It Right, laws and regulations, and more, helping you remain compliant and updated. These sessions provide a valuable opportunity to ask questions and connect with BAR representatives. Request a presentation for your next team meeting or event.
