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Behind the veil of polished cars, marble-floor showrooms and inventory promotions, are car service forms, auto forms and numerous sheets that keep the dealership up and running.
In this fast-paced world of automotive dealerships, car dealership forms facilitate various aspects of the car servicing and maintenance procedures. From repair orders to inspection reports and warranty claims, these car service forms are the lifeblood of a dealership's operations.
To enhance the overall efficiency, accuracy, and customer service, these forms serve a multitude of critical functions. No matter how advanced the technology gets, there is no replacement in sight for auto service forms.
And in this blog, we will uncover all the different types of forms that dealerships need. WE did the research so you don’t have to, just read on!
Most Important Car Service Forms for Car Dealerships
Car service forms are essential documents used to manage and streamline various aspects of vehicle service and maintenance in your dealership. They play a crucial role in documenting service requests, repairs, inspections, warranty claims, and customer interactions.
These forms help maintain accuracy, efficiency, compliance, and customer satisfaction. Let’s check the most important types of car service forms that every dealership must keep in stock at all times.
- Multi Point Inspections Forms & Sheets
When you run a dealership, you have to conduct a thorough inspection of numerous vehicles, ensuring that every vehicle passes the quality check. To make this process easier and accurate, multi point inspections forms and sheets are a must.
They are essential tools to systematically evaluate and document the condition of a vehicle during routine maintenance or before a sale. These forms are typically completed by certified technicians, and they play a crucial role in ensuring vehicle safety, reliability, and customer satisfaction.
Here’s how they assist:
- Comprehensive Evaluation: Multi-point inspection forms are designed to cover all major components and systems of a vehicle. This includes the engine, transmission, brakes, suspension, tires, electrical systems, and more. By systematically checking these components, dealerships can identify potential issues, safety concerns, and maintenance needs.
- Systematic Checklists: These forms feature detailed checklists that guide technicians through the inspection process. Each item on the list corresponds to a specific component or system, ensuring a thorough examination.
- Standardization: Multi point inspection forms provide a standardized procedure for inspections, promoting consistency and quality across the dealership's service department.
- Warranty Compliance: For dealerships handling warranty claims, proper documentation through multi-point inspections is crucial. These forms serve as evidence that maintenance and repairs were carried out as per the manufacturer's requirements, which is often a prerequisite for warranty coverage.
- Vehicle Inspection Forms & Sheets
Vehicle inspection forms and sheets are another essential component of car dealership forms. These forms are used to document and assess the condition of vehicles, whether they are for sale, trade-in, or undergoing maintenance. These forms play a crucial role in ensuring transparency, compliance, and quality control within the dealership.
They are essential for maintaining the quality and reliability of vehicles. They help identify mechanical issues, wear and tear, or needed repairs, which, when addressed promptly, contribute to customer satisfaction and reduce the risk of breakdowns. Inspection forms also help identify and document safety issues, ensuring that vehicles comply with regulatory standards. This is crucial for the safety of drivers and passengers alike.
The different types of vehicle inspection forms and sheets are:
- Visual vehicle inspection report
- Vehicle inspection and estimate form
- 27-point inspection
- Vehicle inspection sheet
- Generic vehicle checkup report
- Generic vehicle inspection forms
- Vehicle check in report
- Custom imprinted vehicle checkup report
- Job Time Tickets & Mechanic Sheets
Job time tickets and mechanic sheets can be thought of like stopwatches made exclusively for dealerships. These forms are given to technicians and mechanics to keep a track of time they spend working on each vehicle. You can also track how many technicians or mechanics worked on one repair job and the total time it took to finish the job.
They are used to track and manage the time and labor spent on servicing and repairing vehicles. These forms are crucial for maintaining efficiency, transparency, and accurate record-keeping within the dealership's service department.
The typical fields in these forms include:
- Employee name
- Date
- Job tickets
- Employee number
- Operation number
- Straight time (hours)
- Flat rate
- On time and off time
- Service Appointment Pads
Service appointment pads or books are essential to manage and organize service appointments for customers. These physical pads or books contain pre-printed pages with grids or tables, allowing your staff (or service department) to record and manage service appointment details efficiently.
Service appointment pads are designed for easy organization of appointments. Each page typically represents a day or a specific time frame, and columns are dedicated to different aspects of the appointment, such as the customer's name, contact information, vehicle details, service requested, appointment time, and service advisor.
The physical nature of appointment pads makes them useful for maintaining historical records of service appointments. This information can be valuable for analyzing trends, tracking customer preferences, and providing a history of services performed.
Also, unlike digital systems that may require internet access and can be susceptible to technical glitches, appointment pads are independent of technology. This makes them a reliable backup method for appointment scheduling.
There are four types of survive appointment pads available:
- Standard service appointment forms
- Daily service record book
- Daily appointment record book
- Weekly service appointment and installation schedule
- Vehicle Rental Agreements
Vehicle rental agreements, as the name suggests, are legal contracts that outline the terms and conditions under which an individual or business can rent a vehicle from your dealership for a specific duration. These agreements are crucial for auto dealerships that offer rental services as they establish the rules, responsibilities, and expectations for both parties involved—the dealership and the renter.
Here are some key aspects typically covered in such agreements:
- Vehicle Details: The agreement starts by specifying the vehicle's details, including the make, model, year, and identification number (VIN)..
- Rental Period: The agreement will define the rental period, including the start date and time, as well as the return date and time.
- Rental Fees and Charges: It outlines the rental fees, charges, and payment terms. This can include the daily or weekly rental rate, any additional mileage charges, security deposits, and the methods of payment accepted by the dealership.
- Insurance: The agreement typically addresses insurance coverage. It may require the renter to have their insurance or offer optional insurance through the dealership.
- Fuel and Maintenance: The agreement also specifies the fuel level the renter is expected to return the vehicle with and outline any fuel charges. It may also detail the renter's responsibilities regarding regular maintenance and care of the vehicle.
- Termination of Agreement: The circumstances under which the dealership can terminate the agreement, such as non-payment, breach of terms, or misuse of the vehicle, are also stated clearly.
- Signatures: The agreement requires the signatures of both parties to signify their acceptance of the terms and conditions.
- Repair Order Forms
Repair order forms are crucial documents for your dealership as it helps to initiate, document, and track repair and maintenance services for vehicles. It serves as a formal request and a record of the work that needs to be done on a customer's vehicle.
These forms typically start with a section for customer information, including the customer's name, contact details, and vehicle details (make, model, year, and VIN). Then, the nature of repair or issue with the vehicle is stated for accurate diagnosis and repairing. Additional information like cost, breakdown of service, estimates, revised estimate etc is also provided.
You can also customize repair forms for your dealership or automotive business and use them as subtle marketing tools. - Service Route Sheets
A service route sheet is a document that outlines the sequence and details of service or repair tasks to be performed on vehicles in the dealership's service department. It serves as a roadmap for service technicians, advisors, and other staff to ensure that each vehicle receives the necessary maintenance or repairs in an organized and efficient manner.
A typical service route sheet includes the following fields:
- Date
- Repair order number
- Owner’s name
- License
- Service salesperson
- Description of work
- Technicians assigned and hours they spent
- Repairs done (such as checked brakes, cooling, transmission etc.)
- Promises or advises or additional comments
Service route sheets are also available in various forms such as daily service schedule, big green route sheet, service dispatcher system sheet and weekly service appointment and installation schedule. All of these service route sheets are essential for maintaining a well-organized and productive service department, which, in turn, contributes to customer satisfaction and dealership profitability.
Different Types of Car Sales Forms for Dealerships
To maintain transparency, comply with legal requirements, and ensure a smooth and well-documented car sales process, every dealership must hold a few essential forms. They serve to protect both the dealership and the buyer by clearly outlining the terms and conditions of the transaction.
Let’s check these out:
- Odometer Disclosure Forms and Statement
Odometer disclosure forms and statements are a mandatory part of dealership documentation mandated by the federal law. These forms disclose the accurate mileage of a used vehicle at the time of sale. They are crucial for preventing odometer fraud and ensuring transparency in the sale of used cars.
Typically, these forms require the seller to provide the following information:
- Vehicle identification details, such as the make, model, year, and Vehicle Identification Number (VIN).
- Odometer reading at the time of sale.
- Date of sale.
- Seller's name, address, and signature.
- Buyer's name and address (in some cases).
- A declaration affirming the accuracy of the mileage reading and confirming whether the mileage is accurate or exceeds the odometer's mechanical limits.
- We Owe Forms
Often, dealerships are met with a situation where they owe the customer certain parts or outstanding work. For this, a verbal promise is not sufficient. We Owe Agreements are essential documents for that very reason.
These forms are used to detail any promises, commitments, or obligations made by the dealership to the buyer that are not covered in the initial purchase agreement. These commitments could include promises to repair or replace specific vehicle components, provide additional services, or make certain adjustments to the vehicle before finalizing the sale.
These forms are an important part of the car sales process, especially in used car transactions, to ensure transparency and accountability. They help both the dealership and the buyer clearly understand what needs to be done and agreed upon before the sale can be considered complete. - Car Dealer Purchase Agreement Forms
Car dealer purchase agreements or often simply referred to as Purchase Agreements, are fundamental documents used by car dealerships in the process of selling vehicles. These forms outline the terms and conditions of the sale.
These forms are legally binding contracts that protect both the dealership and the buyer. They provide a clear record of the agreed-upon terms, which helps prevent misunderstandings and disputes.
They also provide transparency by clearly outlining the price, payment terms, and any warranties. This transparency is essential for building trust with the buyer. The main components of the agreement are:
- Vehicle information
- Identification of the buyer and the seller
- Purchase price
- Payment terms
- Condition of the vehicle
- Warranty information
- Servicing information
- Delivery date and pick up date
- SIgnatures of the parties involved
- Car Rental Agreement Forms
As the name suggests, car rental agreement forms are used when cars are rented from your dealership. These forms outline the terms and conditions of the rental agreement and serve as a legally binding contract between the dealership and the renter.
The forms typically include details about the person renting the car, details of the car including the vehicle identification number and the license plate. It also includes details about the rental rates, terms of payment, fees, rental period, insurance and liability information and conditions of use. There is also additional information regarding the condition of the vehicle, return condition, damage assessments, etc.
These forms are critical for ensuring both the dealership and the renter understand their rights and responsibilities during the rental period. They help protect the interests of both parties and establish a legal framework for the rental transaction, making it a valuable tool in the car rental industry. - Vehicle Invoice Forms
Vehicle invoice form is another mandatory document that enlists the sale of a vehicle and documents all the details of the sale. It is a proof of purchase, a copy of which is provided to the customer and another is kept with the dealership.
This is an important document that is required by law to be maintained for tax purposes, sale totaling, and record keeping. - Agreement to Provide Auto Insurance Form
Agreement to provide auto insurance form is a document used to formalize the buyer's commitment to obtain and maintain auto insurance for the vehicle they are purchasing. This form ensures that all the vehicles that you sell have insurance.
This ensures that both the buyer and the seller are aware that the vehicles sold have insurance coverage. Adequate insurance coverage safeguards the buyer against financial losses in case of accidents, theft, or damage to the vehicle.
This form also ensures compliance with legal requirements. In many places, it's mandatory for all registered vehicles to have valid auto insurance. By documenting the buyer's commitment in writing, the dealership helps protect itself from any legal liability or disputes that might arise from the buyer's failure to secure insurance. - Vehicle Trade-In Appraisal Forms
Vehicle trade-in appraisal forms are a crucial component of the car sales process in dealerships, particularly in the case of customers looking to trade in their existing vehicle when purchasing a new one.
The primary purpose of the appraisal form is to calculate the trade-in value of the customer's vehicle. This value is used in the negotiation process and can be applied as a credit toward the purchase of a new vehicle. In general, dealership personnel, often trained appraisers, use these forms to assess the condition of the trade-in vehicle. They inspect both the interior and exterior, looking for signs of wear, damage, or needed repairs. This evaluation helps determine the vehicle's market value.
They also serve as an official record of the trade-in transaction. They document the condition and value assessment of the trade-in vehicle at the time of appraisal, which can be used for reference and compliance purposes. - Notice To Cosigner Form
The notice to cosigner form is a legally binding document used when a buyer is unable to secure financing for a vehicle purchase on their own and requires a co-signer to guarantee the loan.
The primary purpose of this form is to formally notify the co-signer of their responsibilities. It outlines that the co-signer is legally obligated to repay the loan if the primary borrower (the buyer) fails to meet their financial obligations, such as making monthly loan payments.
The form makes it explicit that the co-signer understands the financial risks involved in co-signing a loan. This acknowledgment is important because co-signers often co-sign for family members or friends, and they may not fully realize the financial implications of their decision.
The form is also a protective measure for the dealership. By having a co-signer, the dealership reduces the risk of loan default, as it can pursue the co-signer for payment if the primary borrower defaults on the loan. This is a crucial aspect of risk management in car financing. - Avoid Verbal Orders Forms
Verbal orders or agreements can lead to misunderstandings and disputes between the dealership and the customer. When a dealership relies solely on verbal agreements, there is no concrete evidence of the terms and conditions of the sale, which can make it difficult to resolve any disagreements that may arise in the future.
This is where these forms come in handy. The concept behind ‘avoid verbal orders’ forms is to discourage or prevent verbal agreements and emphasize the importance of documenting all agreements, changes, or commitments in writing.
The goal of such a policy is to protect both the dealership and the customer by ensuring that all aspects of the car sale are clearly documented. By doing so, any potential disputes or disagreements can be resolved more easily, and both parties have a record of what was agreed upon.
Avoiding verbal orders forms is a practice that promotes transparency, accountability, and the prevention of potential disputes in the car sales process. - 2-Part Buyers Guides and 1-Part Buyers Guides
2-Part Buyers Guides and 1-Part Buyers Guides provide important information about the warranty status and condition of the vehicle to the buyer, ensuring transparency in the sales process. The primary difference between these two types of guides is whether they create a copy for both the buyer and the dealership (2-Part) or only one copy (1-Part).
These guides come with adhesive backing so they can be easily put up on the vehicle’s windshield or window so that they are easily readable by the customers.
Both 2-Part and 1-Part Buyers Guides typically include essential information such as:
- Whether the vehicle is sold "As Is" or with a warranty.
- Details about the available warranties, if any.
- Information about the vehicle's major systems and components.
- A section for the dealer to note any specific warranty provisions or disclosures.
These guides are mandated by the Federal Trade Commission (FTC) in the United States to protect consumers and ensure that they are aware of the warranty status and condition of the used vehicle they are purchasing.
- Hanging Buyers Guides
Much like the 1-Part and 2-Part buying guides, the Hanging Buyer's Guide is a prominent and legally required document typically displayed in a vehicle offered for sale at car dealerships, primarily for used cars. It provides crucial information to potential buyers regarding the warranty status and conditions of the vehicle.
It is called hanging as it is hung from the rearview mirror, attached to a side mirror, or otherwise prominently displayed in the vehicle. This placement ensures that anyone interested in the vehicle can easily access the information. - Used Car Forms, Lot Forms
Used car forms and lot forms are specially created for dealerships that sell used-cars at special prices. They help manage and organize the inventory of pre-owned vehicles on the dealership lot. These forms are essential for streamlining operations, ensuring compliance, and providing transparency to both dealership staff and potential buyers.
These forms include every nitty gritty detail about a used vehicle, starting from its name, model number, VIN, to the date on which it arrived on the lot and the quantity of specific types of vehicles (if in bulk).
Used Car Forms and Lot Forms contribute to efficient lot management, ensuring that the dealership's inventory is organized and presentable, while also aiding in sales and compliance with regulatory requirements. These forms are valuable tools in the daily operations of a car dealership, helping staff provide accurate and transparent information to potential buyers whilst keeping a record of the dealership’s performance in terms of selling used cars. - Addendum Stickers & Templates
Addendum stickers and templates are used to provide additional information or disclaimers about a vehicle for sale. They are typically affixed to the window of the vehicle or included in the vehicle's description to highlight specific features, options, or conditions related to the car that was added later by your dealership.
They also help in highlighting specific features about the vehicle that are not apparent to the viewers. They are used to draw attention to particular features or upgrades that make a vehicle more appealing.
For example, they might highlight advanced safety features, a premium sound system, custom wheels, or other enhancements.
If a vehicle has been modified with aftermarket parts or accessories, addendum stickers and templates can be used to disclose these changes to potential buyers. This transparency is important for buyers to understand the vehicle's true condition.
In cases where there are changes to the vehicle's price or financing terms, addendum stickers may be used to reflect these adjustments or to notify potential buyers of any promotional pricing.
Conclusion
In the high-octane world of automotive dealerships, the importance of using the right forms and streamlining documentation cannot be overstated. These forms are the unsung heroes that empower dealerships to operate seamlessly and serve their customers with excellence.
From service request forms that kickstart the maintenance journey to purchase agreements that seal the deal, each form plays a unique role in the larger narrative of customer satisfaction and operational efficiency. Odometer disclosure forms protect buyers from fraud, while ‘we owe’ forms ensure that promises made are promises kept. The significance of these forms lies in their ability to bring structure and clarity to the intricate processes of car sales and service.
And to ensure that your dealership is as structured as the car service forms, Dealermarket is here to serve all your dealership needs. From multi point inspection forms to buying guides, we have it all. Visit Dealermarket website and place your order in just a few clicks!