Garage Job Card Format for Car & Bike Service Centres
A car or bike is the most valuable thing a customer leaves at any repair counter, and it comes with keys, papers and a fuel tank. The job card has to account for all of it.
In short: what goes on it
A garage job card should record the job number and dates; the customer's name and WhatsApp number; the vehicle's type, make, model, vehicle number, odometer (km) reading and fuel level, with chassis and engine number when needed; every complaint and the body condition at check-in, with photos; the keys, RC copy, insurance, PUC certificate, service book, stepney, tools and other items handed over; the estimate the customer approved before costly parts were fitted, the advance and the promised delivery time; and terms for vehicles not collected.
Why a vehicle needs its own job card
A vehicle is worth more than anything else that comes in for repair, and it comes with documents and valuables. The card protects both sides:
- For the customer: a record of the km, the fuel and the condition the vehicle was handed over in, and of the estimate they agreed to before the work began.
- For the garage: proof that a dent or scratch was there at check-in, that the keys and papers were returned, and that an expensive part was approved.
Format blueprint
The 6 sections of a garage job card
- 1
Job number and dates
- Job card number (e.g. #GR-2026-0412)
- Checked in on, promised by, delivered on
- Brought to the garage or picked up
- 2
Customer
- Name
- WhatsApp number for the estimate and updates
- Address, if the vehicle is picked up or dropped
- 3
The vehicle
- Type: hatchback, sedan, SUV, pickup — or motorcycle, scooter, electric scooter
- Make and model
- Vehicle number (registration plate)
- Odometer (km) reading and fuel level at check-in
- Chassis and engine number, for insurance or warranty work
- 4
Complaints and condition
- Every complaint in the customer's words: not starting, noise, pickup, brakes, AC, service due
- Dents, scratches and broken parts, marked on the card
- Tyre condition
- Photos of all four sides and the dashboard
- 5
Handed over
- Vehicle key and spare key
- RC copy, insurance copy, PUC certificate, service book
- Stepney, jack and tool kit — or helmet for a bike
- Floor mats, music system, charging cable
- 6
Estimate, approval and terms
- Work and parts listed: service, oil, filters, brake pads, clutch
- Estimate approved by the customer — date and how (WhatsApp, call, signature)
- Advance taken, balance due
- Vehicles not collected within 30 days at the owner's risk
Three things a garage job card must have
- Km and fuel at check-in: the odometer reading and fuel level settle most arguments about distance driven or fuel used. Write both before the keys leave the customer's hand.
- Keys and papers on record: RC, insurance, PUC and the spare key are hard to replace. Tick each one at check-in and again at delivery.
- Approval before the part: a clutch kit or an AC compressor can cost more than the customer expects. Record when and how they approved the estimate, not just the amount.
Doing it in software
In Kiwikit the job card asks the vehicle number, km reading and fuel level, with chassis and engine number when needed; car and bike types come with their brands and models; the keys and papers handed over are ticked on the card; a job can be found by vehicle or chassis number; and parts, oil and tyres can be kept in stock. See Kiwikit Garage Management Software.
Frequently asked questions
What is a job card in a garage?
It is the record of one vehicle's visit: who brought it, the vehicle number, km and fuel, the complaints, what was handed over, the estimate approved and what was done. The garage keeps it and the customer gets a copy or slip.
Why write the km reading and fuel level?
They show the vehicle's state at check-in. If the customer later questions the distance driven or the fuel used, the job card answers it.
Should the customer approve the estimate in writing?
For costly parts, yes. A WhatsApp reply is enough if it is recorded against the job; the point is a dated approval before the part is fitted.
Can the same format be used for bikes and scooters?
Yes. Replace the stepney and tool kit with the helmet and the bike's tool kit, and note the chain, brakes and tyres in the condition section.
Read next
Formats for other trades: Watch Repair Job Card Format, Spectacle Order & Repair Slip Format, TV Repair Job Sheet Format (LED & Smart TV), Printer Repair & Cartridge Refill Register Format, Inverter Battery Warranty Register Format, the laptop job sheet and the mobile job card.
Try Kiwikit Garage Management Software
Garage job cards by vehicle number, with km and fuel, keys and papers, parts and oil stock, and GST bills.
- 3 days free trial
- Unlimited job cards
- No credit card required