# Auto body repair estimate template: what to include, with an example

> An auto body repair estimate template needs parts labels, labor lines, paint materials and a signed authorization. See the fields and a filled-in example.

Canonical: https://www.invoqk.com/blog/auto-body-repair-estimate-template-what-to-include-with-an-example
Last updated: 2026-10-31

## Key takeaways

- An auto body repair estimate template should list each part with its condition, separate labor by type, itemize paint materials and capture the customer's authorization.
- California BAR guidance says authorization is recorded before repairs begin and that additional repairs need a revised work order and approval.
- An estimate is a best guess rather than a fixed price, so write the additional-work rule on the form and call the customer before you exceed it.

An auto body repair estimate template is a reusable form that lets a body shop price collision or cosmetic repairs in writing before any work begins. A good template lists each part and its condition. It splits labor by type, itemizes paint and materials, and records the customer's approval. This guide gives you the fields, a filled-in collision repair example with real numbers, and the wording that keeps an estimate from turning into a dispute.

## What is an auto body repair estimate?

An **auto body repair estimate** is a written approximation of the parts, labor and materials needed to repair a vehicle's body, before the repair is done. It describes the damage, names each repair operation and gives an expected price. It is not the final bill.

An estimate differs from a quote. A **quote** is a promise to do work at an agreed price, while an **estimate** is the trader's best guess at the cost, according to Citizens Advice, the UK consumer charity. Its guide to [problems with a car repair](https://www.citizensadvice.org.uk/consumer/buying-or-repairing-a-car/problems-with-a-car-repair/) says an estimate is not binding, so a garage can charge more within reason. The [quote vs estimate guide](/blog/quote-vs-estimate-which-is-binding-and-which-should-you-send) compares them in full.

Body shops rely on estimates because collision damage hides itself behind panels. A dented panel can conceal a bent bracket, and a cracked bumper can conceal a damaged sensor. The estimate sets the starting point, and the template should explain how the shop handles what it finds later.

## Auto repair estimate template: the fields you need

A complete template has twelve parts. Most free forms stop after the totals, which leaves the shop exposed when the job grows.

1. **Shop details.** Business name, address, phone and any state registration number.
2. **Customer details.** Name, phone and email.
3. **Vehicle details.** Year, make, model, VIN, license plate and odometer reading.
4. **Estimate number and date.** Give each estimate a unique number and an expiry date.
5. **Damage description.** Describe the damage in plain words, area by area.
6. **Parts list.** Name each part, its quantity, its price and whether it is new, used, rebuilt or reconditioned.
7. **Labor lines.** Separate body, paint, mechanical and frame labor, each with hours and a rate.
8. **Paint and materials.** Show refinish materials, sealers and similar supplies as a line.
9. **Sublet work.** List any work done by an outside shop, such as glass or wheel alignment.
10. **Totals.** Show a subtotal, tax (if it applies) and an estimated total.
11. **Additional-work rule.** Explain that the shop will contact the customer before doing more.
12. **Authorization.** Add a signature and date block for the customer.

The California Bureau of Automotive Repair (BAR) is a good benchmark. Its "Write It Right" guide says an estimate must describe the job and list the price of all parts and labor. It also says each part must be marked new, used, rebuilt or reconditioned, per the [BAR documentation requirements](https://www.bar.ca.gov/wir). Other states set their own rules, so check your regulator.

## Auto body estimate example: a rear bumper collision

The example below is a body shop in the United States repairing a rear-end collision. Every number is invented for illustration, so replace each one with your own rates and parts prices.

**Estimate E-2026-0318** · October 8, 2026 · Valid for 30 days

**Vehicle:** 2021 Honda Civic, VIN ending 4F2271, odometer 48,310 miles

**Damage:** Cracked rear bumper cover, dented trunk lid, damaged left tail lamp.

| Part | Condition | Qty | Price |
|---|---|---|---|
| Rear bumper cover | New, OEM | 1 | $412.00 |
| Left tail lamp assembly | New, OEM | 1 | $238.00 |
| Bumper absorber | New, aftermarket | 1 | $64.00 |
| **Parts subtotal** | | | **$714.00** |

| Labor | Hours | Rate | Amount |
|---|---|---|---|
| Body labor, trunk lid repair and bumper fit | 5.5 | $62.00 | $341.00 |
| Paint labor, refinish bumper and trunk lid | 4.0 | $62.00 | $248.00 |
| Mechanical labor, tail lamp replacement | 0.8 | $75.00 | $60.00 |
| **Labor subtotal** | | | **$649.00** |

| Other | Amount |
|---|---|
| Paint and refinish materials (4.0 paint hours at $38.00) | $152.00 |
| **Estimated total before tax** | **$1,515.00** |

**Note:** Tax is added on the final invoice. Hidden damage found during disassembly will be quoted to the customer for approval before any additional work.

**Authorization:** Customer signature and date.

Look at how this estimate works. Every part states its condition, so the customer knows which parts come from the carmaker and which do not. Labor is split by type because rates differ. The paint materials line shows its own arithmetic, which stops the customer from reading it as padding.

## Why the parts condition matters

A parts label tells the customer whether a part is new or used. Getting it wrong is a common source of complaints in body work. The BAR guidance says each part listed in the estimate must be new unless it is specifically identified as a used, rebuilt or reconditioned part. For collision work it also says each new replacement crash part must be a new original-equipment part unless it is identified as non-OEM aftermarket or used.

Use the same labels on every estimate: **new OEM**, **new aftermarket**, **used** and **rebuilt**. If the customer's insurer names a part type, write it on the estimate so the two papers agree. Avoid abbreviations that a customer cannot decode, since BAR guidance says common industry acronyms may not stand in for plain descriptions.

## Authorization and additional repairs

Customer authorization turns an estimate into permission to start work. BAR's [consumer repair page](https://www.bar.ca.gov/auto-repairs) says you must approve repairs before a shop can begin. Its Write It Right guide adds that approval must be recorded on the estimate first. It can be written, oral or electronic. A written approval needs the customer's signature and the date. An oral one needs the date, the time, the name of the person and the number called.

Hidden damage is why the additional-work wording matters. Under the same guide, the shop must take three steps before it adds repairs. It writes a revised work order with the new parts, labor and total. It contacts the customer and gets approval. It records that approval. Build the same steps into your template and your process:

1. Stop work on the affected area.
2. Write the revised cost and the reason for it.
3. Contact the customer and record the approval before you continue.

In the UK, Citizens Advice says that if a garage does extra work you did not ask for, you can ask them to undo it, and if that is not possible you should pay only for the agreed work. A shop that asks first never meets that problem.

## From estimate to invoice

When the repair is complete, the final invoice should reflect the estimate line by line. Keep the estimate number on the invoice, show any approved additions as separate lines and add sales tax where it applies. BAR's [consumer guide to auto repair](https://bar.ca.gov/pdf/auto-rep-guide.pdf) says a written estimate must itemize the parts and the method of repair, and that the estimate does not include sales tax. Sales tax therefore appears on the invoice. The same logic applies in [estimate vs invoice: can you bill more than the estimate](/blog/estimate-vs-invoice-can-you-bill-more-than-the-estimate).

Keep the signed estimate, any revised work orders and the final invoice together. In the United States, the IRS lists sales slips, paid bills, invoices and receipts among the supporting documents to keep, per its page on [what kind of records to keep](https://www.irs.gov/businesses/small-businesses-self-employed/what-kind-of-records-should-i-keep). File them by customer and date.

Return of replaced parts is another detail to settle early. BAR guidance says replaced parts must be returned if the customer asks for them when authorizing the estimate, with exceptions for exchange cores and warranty returns. Add a checkbox, "Return replaced parts to customer", to your template.

## Mistakes that cost body shops money

Most disputes in body work start with a small omission on the first page. Check your template against this list.

- **No expiry date.** Parts prices change, and an old estimate invites an argument.
- **Vague parts descriptions.** "Bumper" does not say new, used or aftermarket.
- **No odometer reading.** It is a basic record of the vehicle's state when it arrived.
- **Combined labor.** One lump of hours hides the difference between body and paint rates.
- **Missing authorization.** Work done without a recorded approval is difficult to defend.

This guide was written by the Invoqk editorial team and checked against the sources linked above on October 8, 2026. It is general information, not legal advice, and shop rules vary by state and country. If you are unsure which rules apply to your shop, contact your state's consumer or automotive regulator.

Invoqk can draft the estimate for you: describe the repair in plain English and the [estimate generator](/blog/estimate-maker-how-to-write-a-job-estimate-clients-accept) builds the lines, which you can edit before you download the PDF.

## FAQ

### What should an auto body repair estimate include?

An estimate should include the shop and customer details, the vehicle and odometer reading, a damage description, a parts list with each part's condition, separate labor lines, paint materials, any sublet work, an estimated total, a rule for additional work and a customer authorization block.

### Is an auto repair estimate legally binding?

An estimate is generally a best guess and not a fixed price, according to Citizens Advice. Rules differ by country and state, and some regulators require customer authorization before work starts. Check the regulator for your area and have the customer sign the estimate.

### Can a body shop charge more than the estimate?

Only with the customer's approval in many places. In California, the shop must obtain authorization for additional repairs and document it, according to BAR. Write an additional-work clause into your estimate and call the customer before you exceed it.

### How long is an auto body estimate good for?

Most shops honor an estimate for a few weeks, because parts prices and labor schedules change. Write an exact expiry date on the estimate, such as thirty days from the issue date, so that the customer and the shop agree.

### Does an estimate include sales tax?

Often not. BAR guidance says sales tax appears on the final invoice rather than on the estimate. Check how your state handles it, and state clearly on the estimate whether tax is included or will be added.

## Related

- [Free invoice template guides: compliance & getting paid](https://www.invoqk.com/blog)
- [Invoqk home](https://www.invoqk.com)