California Auto Repair Work Order — Legal Requirements
In California, an auto repair work order must contain three things by law: the authorized estimate for a specific job, the repairs requested and authorized by the customer, and the vehicle’s odometer reading (BPC § 9884.7(a)(2), CCR § 3352(b)). This page provides a work order template built on those Bureau of Automotive Repair requirements, with the exact legal references and the verification date.
Content verified September 16, 2026 against the official BAR guide “Write It Right” (bar.ca.gov/wir).
What California law requires — quick reference
| Document / rule | What the law requires | Legal reference | Verified |
|---|---|---|---|
| Work order | Must contain the authorized estimate for a specific job, the repairs requested and authorized by the customer, and the vehicle’s odometer reading. | BPC § 9884.7(a)(2) CCR § 3352(b) |
2026-09-16 |
| Estimate | A description of the specific job and the estimated price for all parts and labor; each part listed as new, used, rebuilt or reconditioned; sales tax appears only on the invoice; toxic waste disposal charges included in the estimate. | BPC § 9884.9 CCR §§ 3352(a), 3353(a) CCR § 3356(c)(5) |
2026-09-16 |
| Authorization | All repairs must be authorized by the customer in written, oral or electronic form, obtained and recorded on the estimate before any repair begins. Written = signature and date; oral/electronic = date, time, name of the person authorizing, and the phone number or email used. | BPC § 9884.7(a)(3) CCR § 3353.1(a)–(d) |
2026-09-16 |
| Additional work | If more work is needed beyond the authorized estimate, the customer’s authorization for the additional repairs must be obtained and documented before that work begins. | CCR §§ 3353, 3353.1 | 2026-09-16 |
| Invoice | Dealer registration number, business name and address as shown in BAR records; itemized list of all services and repairs with prices (including diagnosis, warranty and no-charge work); each part listed in common terms with its price; parts and labor subtotals, sales tax, toxic waste fees with EPA number, total. Generic “shop supplies” charges are prohibited. | BPC § 9884.8 CCR § 3356(b),(c),(g) |
2026-09-16 |
| Record keeping | All invoices, all estimates and authorization records, and all work orders must be kept at least three years, open to reasonable inspection or reproduction by BAR during normal business hours. | BPC § 9884.11 CCR §§ 3340.15(e), 3358 |
2026-09-16 |
The California work order template
This template is laid out so that every legally required element of the work order has a place on the sheet, and the authorization rules are followed in order: estimate first, authorization recorded before work begins, additional work re-authorized. Generic work order templates — including the standard one on this site — must not be used by California automotive repair dealers.
WORK ORDER
The estimate must describe the specific job and the estimated price for all parts and labor; each part must be identified as new, used, rebuilt or reconditioned (BPC § 9884.9, CCR §§ 3352(a), 3353(a)). Sales tax is charged on the invoice only (BPC § 9884.8, CCR § 3356(c)(5)).
Written authorization: customer signature and date. If authorization is oral or electronic, record the date, time, name of the person authorizing, and the phone number or email used (CCR § 3353.1(c)–(d)). Give the customer a copy of any signed document at the time of signing (BPC § 9884.7(a)(3)).
Repairs beyond the authorized estimate require the customer’s authorization, obtained and documented before the additional work begins (CCR §§ 3353, 3353.1).
- Dealer registration number, business name and address as shown in BAR records (§ 3356(b))
- Itemized list of all services and repairs with prices — including diagnosis, warranty and no-charge work (§ 3356(c)(1))
- Each part in common terms, with price and whether new, used, rebuilt or reconditioned
- Parts and labor subtotals, sales tax, toxic waste fees with EPA number, total
- No generic “shop supplies” or “miscellaneous parts” charges — only supplies actually used on this vehicle, itemized (§ 3356(g))
Keep this work order, the estimate and the invoice for at least three years (BPC § 9884.11, CCR §§ 3340.15(e), 3358). This template does not replace the BAR guide “Write It Right” or legal advice.
How to use this template in your shop
- Write the estimate first. Describe the specific job and price all parts and labor before the customer authorizes anything — the authorization legally attaches to the estimate, not to a verbal “go ahead.”
- Record the authorization on the estimate before work begins. A signature and date is the cleanest record; if authorization comes by phone or text, write down the date, time, name and number used — that record is what BAR will ask for.
- Fill the three required work order elements every time: the authorized estimate for the specific job, the repairs requested and authorized by the customer, and the odometer reading. A work order missing any of the three does not comply with CCR § 3352(b).
- Stop and re-authorize when the job grows. Additional work beyond the authorized estimate needs fresh authorization, documented the same way, before you touch the vehicle.
- Invoice from the checklist, keep everything three years. The invoice must itemize services, repairs and parts in common terms, with no generic shop-supply charges — and the estimate, authorization records, work order and invoice all stay on file for at least three years.
Frequently asked questions
What must a California auto repair work order contain?
Under BPC § 9884.7(a)(2) and CCR § 3352(b), a work order for automotive repair in California must contain the authorized estimate for a specific job, the repairs requested and authorized by the customer, and the vehicle’s odometer reading.
Can a California auto repair shop use a generic work order template?
No. A generic template does not guarantee the legally required elements — the authorized estimate for a specific job, the customer-authorized repairs, and the odometer reading — or the authorization and record-keeping rules. A California automotive repair dealer should use a work order built on the BAR requirements, like this page.
How must the customer authorize repairs in California?
In written, oral, or electronic form, obtained and recorded on the estimate before any repair begins (BPC § 9884.7(a)(3), CCR § 3353.1(a)). Written authorization is the customer’s signature and date; oral or electronic authorization is recorded with date, time, name, and the phone number or email used (CCR § 3353.1(c)-(d)).
What must a California auto repair invoice include?
The dealer’s BAR registration number, business name and address as shown in BAR records; an itemized list of all services and repairs with prices, including diagnosis, warranty and no-charge work; an itemized list of each part in common terms; labor and parts subtotals, sales tax, toxic waste fees with the EPA number, and the total (BPC § 9884.8, CCR § 3356).
Can a California shop charge for shop supplies?
No. Charging for items generally noted as shop supplies or miscellaneous parts is prohibited. The customer may only be charged for supplies actually used on their vehicle, included in the estimate and itemized on the invoice (BPC § 9884.9, CCR § 3356(g)).
How long must a California auto repair shop keep its records?
At least three years, and open for reasonable inspection or reproduction by BAR during normal business hours. This covers all invoices, all estimates and authorization records, and all work orders (BPC § 9884.11, CCR §§ 3340.15(e), 3358).
Get updates when regulations change
One email if BAR requirements change this template. Optional — the tool above works without it.