Keeping repair records can save you big money
Warranty work often requires receipts to prove maintenance
There’s really nothing sexy about paperwork and filing, especially when it comes to vehicle ownership. Many drivers easily handle this with well-organized homebased (electronic or hard copy) systems but some faithfully rely on their service provider to recreate copies of repair invoices and such when the need arises. Which is best and why bother in the first place?
If you never frequent a repair facility other than your selling dealership, and get all of your vehicle needs handled in this sole source, you might rely on you retailer’s record keeping system. But studies and surveys show us that the majority of owners defect from manufacturer stores as soon as the base warranty expires, and a good portion look to other providers from Day 1.
One of the main reasons to have a solid paper trail on hand relates to keeping long-term powertrain warranties in effect. No matter what you drive, if your ride experiences any internal engine or transmission failure, your automaker will likely demand proof of maintenance according to its published schedules. Miss one oil change or transmission fluid service and your warranty may be voided.
Then there’s the unpredictable world of recalls. Not all recalls are related to safety systems. Many vehicles are recalled to repair defects that may lead to engine, brake, suspension, or steering component failures ( just to name a few). Some of these notices cover vehicles as old as eight or nine years or more. If you paid for a related repair prior to the recall being issued, all carmakers will offer a reimbursement of those costs even if they were completed by non-dealership service centres. If you don’t have a receipt, you can be out of luck.
Some automakers are now offering long-term warranties on replacement parts with the new benchmark being two years (with often unlimited distance travelled). They often cover labour fees as well as parts costs even if the repair was done at a nondealership facility. Good repair shops will research the history of each vehicle they service but if the original installation of a defective and covered component wasn’t completed by them, they won’t be alerted to the need to check any outstanding warranties.
If you rely solely on your garage’s electronic database to keep your records for you, be warned. Computers crash, files go missing and businesses close or change ownership. And some warranty administrators will want to see an original stamped invoice and not a reproduction to complete their coverage.
Some smaller independent facility systems can only call up a historic summary and not the complete invoice, and if you’ve ever broken off a business relationship with a particular shop over a disagreement, they will be less likely to co-operate when digging up records.
Get a sturdy and compact file folder if you want to store your docs in the vehicle or use a home office system, but keep that paperwork; it could save you large amounts of money.