A technician's record of a scheduled car service: the customer, VIN and mileage, the service interval, the oil change with grade and quantity, every part and fluid replaced, then fluid levels, belts, hoses and battery test, brake pad thickness per axle, tread depth and pressure at each wheel, steering, suspension, exhaust, lights and warning lamps, a road test, recommendations with urgency and the customer's decision, and the next service date and mileage — scored, with signatures.
Customer and Vehicle
Whose car, which car, at what mileage, and which service.
Service record title
Shop or dealership
Repair order or work order number
Service date
Customer name
Customer phone
Customer email
Year, make and model
VIN
License plate and state
Odometer reading on arrival
Engine and fuel — Gasoline, Diesel, Hybrid, Plug-in hybrid, Other
Service being carried out — Oil and filter only, Minor (interim) service, Full annual service, Major service at a mileage milestone, Pre-purchase or pre-trip service, Other
Interval from the maintenance schedule
What the customer asked us to look at
Technician
Photos on arrival
Oil Change
The oil and filter, with the grade and quantity on record.
Was the engine oil and filter changed on this visit?
Oil grade and specification used
Quantity added
Oil filter part number
New drain plug gasket or crush washer fitted?
Level checked on the dipstick after the engine ran and settled?
Oil life monitor or service reminder reset?
Drain plug and filter checked dry with the engine running?
Other Parts and Fluids Replaced
Everything else that came off the car and went back on.
Parts and fluids replaced
What was replaced — Engine air filter, Cabin air filter, Spark plugs, Wiper blades, Brake fluid flush, Coolant flush, Transmission fluid, Differential or transfer case fluid, Power steering fluid, Fuel filter, Drive belt, Battery, Bulb, Other
Specification, size or grade
Part number or brand
Quantity
Why — due by schedule, or found worn? — Due on the schedule, Worn or failed on inspection, Customer request
Photo of the old part
Fluid Levels and Leaks
Every reservoir under the hood, then a look for wet spots.
Coolant at the full mark in the overflow, with no oil film or rust in it? — Pass, Advisory, Fail, Not checked
Coolant freeze protection
Brake fluid between MIN and MAX, clean and not dark? — Pass, Advisory, Fail, Not checked
Brake fluid moisture reading
Power steering fluid at the mark, where the car has a hydraulic system? — Pass, Advisory, Fail, Not checked
Transmission or clutch fluid at the correct level, where it can be checked? — Pass, Advisory, Fail, Not checked
Washer reservoir filled and the jets aimed at the glass? — Pass, Advisory, Fail, Not checked
Engine, transmission and axles dry, with no fresh oil or fluid seepage? — Pass, Advisory, Fail, Not checked
What is leaking, and from where?
Fluids topped up, and how much
Belts, Hoses, Battery and Filters
What keeps the engine running and starting.
Accessory drive belt free of cracks, glazing and fraying, with the tensioner holding? — Pass, Advisory, Fail, Not checked
What is wrong with the belt or tensioner?
Radiator and heater hoses firm, not swollen or soft, with clamps tight? — Pass, Advisory, Fail, Not checked
Radiator and condenser fins clear, with no leaks at the tanks? — Pass, Advisory, Fail, Not checked
Engine air filter and intake ducts clean and sealed? — Pass, Advisory, Fail, Not checked
Cabin air filter clean enough to leave until the next service? — Pass, Advisory, Fail, Not checked
Does this engine have a timing belt rather than a chain?
When the timing belt was last replaced, if known
Timing belt within its replacement interval? — Pass, Advisory, Fail, Not checked
Battery test result — Good, Good — recharge, Charge and retest, Replace, Bad cell
Resting voltage
Measured cold-cranking amps, and the rating on the label
Battery terminals clean and tight, and the battery held down? — Pass, Advisory, Fail, Not checked
Photos under the hood
Brakes
Wheels off. Measure the pads, look at everything the fluid passes through.
Front pad thickness (thinnest pad)
Rear pad or shoe thickness (thinnest)
Front pads above the replacement point and wearing evenly? — Pass, Advisory, Fail, Not checked
What did you find on the front brakes?
Rear pads or shoes above the replacement point and wearing evenly? — Pass, Advisory, Fail, Not checked
What did you find on the rear brakes?
Rotors or drums smooth, within minimum thickness and free of heat cracks? — Pass, Advisory, Fail, Not checked
Calipers dry, slide pins free and boots intact? — Pass, Advisory, Fail, Not checked
Brake lines and flexible hoses free of rust, chafing, bulges and wet spots? — Pass, Advisory, Fail, Not checked
Parking brake holds the car on an incline and releases fully? — Pass, Advisory, Fail, Not checked
Photos of the brakes
Tires and Wheels
Tread and pressure at every corner, written down.
Recommended cold pressure from the door placard
Tread depth — left front
Tread depth — right front
Tread depth — left rear
Tread depth — right rear
Pressures as found (LF / RF / LR / RR)
Pressures set to
Every tire above your shop's minimum tread depth? — Pass, Advisory, Fail, Not checked
Which tire, and what was the reading?
Sidewalls and tread free of cuts, bulges, plugs too close to the shoulder, and exposed cords? — Pass, Advisory, Fail, Not checked
Which tire, and what damage?
Wearing evenly across the tread, with no sign the alignment is out? — Pass, Advisory, Fail, Not checked
Tires under roughly six years old by their date code? — Pass, Advisory, Fail, Not checked
Lug nuts torqued to specification after the wheels went back on? — Pass, Advisory, Fail, Not checked
Tire pressure monitoring light off, and the spare or repair kit present? — Pass, Advisory, Fail, Not checked
Steering and Suspension
On the lift with the wheels loaded and unloaded.
No free play in the steering, the tie-rod ends or the rack? — Pass, Advisory, Fail, Not checked
Where is the play?
Steering rack boots and tie-rod boots sealed, not split? — Pass, Advisory, Fail, Not checked
Ball joints and control arm bushings tight, with no cracking? — Pass, Advisory, Fail, Not checked
Shocks or struts dry, and the car settles without bouncing? — Pass, Advisory, Fail, Not checked
Coil or leaf springs whole, with no breaks and the car sitting level? — Pass, Advisory, Fail, Not checked
Wheel bearings quiet and without play when spun and rocked? — Pass, Advisory, Fail, Not checked
Driveshaft or CV joint boots intact, with no grease thrown around? — Pass, Advisory, Fail, Not checked
Steering and suspension notes
Exhaust and Underbody
Everything under the floor between the engine and the bumper.
Exhaust pipes, muffler and hangers secure, with no blowing joints or holes? — Pass, Advisory, Fail, Not checked
Where is the exhaust problem?
Heat shields fastened, none rattling or touching? — Pass, Advisory, Fail, Not checked
Fuel lines, tank and straps free of leaks and heavy rust, where visible? — Pass, Advisory, Fail, Not checked
Floor pans, frame rails and jacking points free of rot or damage? — Pass, Advisory, Fail, Not checked
Is this a diesel?
No heavy smoke under acceleration once the engine is warm? — Pass, Advisory, Fail, Not checked
Diesel exhaust fluid topped up, with no emissions warnings? — Pass, Advisory, Fail, Not checked
Photos underneath
Lights, Glass and Warning Lamps
Walk around with the engine running, then sit in the driver's seat.
Headlights on low and high beam, parking lights and front turn signals working? — Pass, Advisory, Fail, Not checked
Brake lights, including the center one, tail lights, reverse lights and rear signals working? — Pass, Advisory, Fail, Not checked
License plate light working and the hazard flashers working? — Pass, Advisory, Fail, Not checked
Horn sounds? — Pass, Advisory, Fail, Not checked
Wiper blades clear the glass without streaks or chatter? — Pass, Advisory, Fail, Not checked
Windshield free of cracks or chips in the driver's line of sight? — Pass, Advisory, Fail, Not checked
Mirrors intact and adjustable? — Pass, Advisory, Fail, Not checked
Every seat belt pulls out, retracts and latches? — Pass, Advisory, Fail, Not checked
Warning lamps lit after the engine started — None, Check engine, ABS, Brake system, Airbag, Tire pressure, Oil pressure, Charging, Coolant temperature, Traction or stability, Other
All warning lamps out once the engine is running? — Pass, Advisory, Fail, Not checked
Which lamp, and what did a scan show?
Stored trouble codes, if a scan was done
Road Test
Drive it like the customer will, and listen.
Was the car road tested?
Distance driven
Brakes stop straight and firmly, with no pull, pulsing or grinding? — Pass, Advisory, Fail, Not checked
Car tracks straight, and the steering wheel is centered and returns after a turn? — Pass, Advisory, Fail, Not checked
No clunks, knocks, hums or rattles over bumps and at speed? — Pass, Advisory, Fail, Not checked
Transmission shifts smoothly, with no slipping or flare? — Pass, Advisory, Fail, Not checked
Engine pulls cleanly with no misfire, hesitation or warning lamp? — Pass, Advisory, Fail, Not checked
The customer's concern was reproduced or ruled out? — Pass, Advisory, Fail, Not checked
Road test notes
Recommendations
What the car needs next, how soon, and what the customer said.
Recommended work
Work recommended
How urgent — Safety — before it is driven far, Soon — within a month, At the next service, Keep an eye on it
Estimate
Customer's decision — Approved — done today, Declined, Will book later, Not yet asked
Photo
Next Service and Sign-Off
When it is due back, and who did the work.
Odometer when returned
Next service due — date
Next service due — mileage
Reminder sticker placed on the windshield?
Condition when released — Ready — nothing outstanding, Ready — advisories given to the customer, Safety item declined — customer told
Notes for the customer or the next technician
Technician certification number, if any
Technician — signature
Customer — signature
Automotive
Car Service Checklist
A technician's record of a scheduled car service: the customer, VIN and mileage, the service interval, the oil change with grade and quantity, every part and fluid replaced, then fluid levels, belts, hoses and battery test, brake pad thickness per axle, tread depth and pressure at each wheel, steering, suspension, exhaust, lights and warning lamps, a road test, recommendations with urgency and the customer's decision, and the next service date and mileage — scored, with signatures.
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A car service checklist is the record a technician keeps of one scheduled service: which car, at what mileage, what was replaced and with what, what was inspected and what the measurements were, and what the customer was told needs doing next. This one follows the order the work happens in the bay — paperwork, oil and filters, under the hood, up on the lift, the wheels, then a road test — and asks for numbers where a number is the answer. Fill it in here and download a PDF without an account, or speak while you walk around the car, and the document writes itself.
What the record is for
Three people read a service record after the car leaves. The customer wants to know what they paid for. The next technician wants to know what was found last time, so a pad that measured 4 mm in spring is not a surprise in the fall. And if anything goes wrong — a loose drain plug, a brake complaint a week later — the shop wants proof of exactly what was done and checked.
That is why this form separates what was replaced from what was inspected. The first half is the work order made specific: the oil grade and quantity, the filter part number, the cabin filter and plugs if they were due. The second half is the inspection, scored, with measurements.
Measurements beat adjectives
A brake pad rated "fair" could have 6 mm left or 3 mm. Write the number. The same goes for tread depth in 32nds of an inch at each tire, the pressure each tire arrived at and what it was set to, the battery's voltage and its tested cold-cranking amps against the label, the coolant's freeze protection and the moisture reading on the brake fluid.
Numbers also make the next visit faster. With last time's readings on file, a technician can see wear rates rather than guess them, and the customer can be told in advance that pads will likely be due at the next service.
Pass, Advisory or Fail
Each inspected item takes one of three answers. Pass means it is fine until the next service. Advisory means it works today but is wearing and should be watched or planned for. Fail means it needs repair now. Not checked is a fourth answer for anything outside the scope of this visit, and it is left out of the score rather than counted as a pass.
Failed brakes, tires or steering are listed as safety findings at the top of the report. Advisories are listed too, as monitor items, so nothing that was seen is lost.
Recommendations the customer can say yes or no to
Every recommendation goes on its own line with an urgency, an estimate and the customer's answer: approved today, declined, or booked for later. A declined safety item with a signature beside it protects the shop and makes the conversation clearer for the customer.
The form ends with the next service due by date and by mileage, whichever comes first, and the technician's signature.
Common questions
What is included in a full car service?
Usually an oil and filter change, an engine air filter and often a cabin filter, a check and top-up of every fluid, an inspection of belts, hoses, battery, brakes, tires, steering, suspension, exhaust and lights, and a short road test. Spark plugs, brake fluid and coolant are replaced at the intervals in the owner's manual.
How often should a car be serviced?
Follow the maintenance schedule in the owner's manual, which is usually set by mileage or time, whichever comes first — often once a year or every 7,500 to 10,000 miles for a basic service, with bigger items at longer intervals. Severe-use driving (towing, short trips, dusty roads) shortens them.
How is this different from a multi-point inspection sheet?
A multi-point inspection is a quick traffic-light report handed to the customer. This is the technician's full record of a scheduled service — what was replaced with which specification, the measurements behind each inspection answer, the road test and the next service due.
What tread depth and pad thickness should fail?
Many shops advise new tires at 4/32 inch and treat 2/32 inch as the legal minimum in most states; many treat brake pads at about 3 mm as due for replacement. Use your shop's policy and the maker's specification — the form records the number so the decision can be checked.
Can I add my own items?
Yes. Copy the template and add checks for the makes you service most, or use the notes in each section. The parts-replaced list takes anything, with a specification and part number for each line.