Ask a Technician: Why Is Keeping a Service Record Important?

Service technicians are often asked why customers should keep maintenance records of their vehicles and what benefit it will bring. It might be best to keep a spreadsheet of what services have been done, by whom, when, and for how much. However, if you consider this process too laborious, we recommend that you at least keep your invoices and notes from your service technician in a file either at home or in your glove box. Here’s why.

· Maintaining resale value. Nothing impresses prospective buyers more than seeing that your car has been thoroughly, consistently, and professionally maintained. And nothing proves this more than ongoing and organized maintenance records.

· Ensuring parts and fluid compatibility. While it is somewhat unusual, occasionally someone will make a simple change, such as switching conventional brake fluid to silicone-based brake fluid, and the two products are not compatible. A savvy technician who reviews the records will know not to top up your vehicle with an incompatible fluid.

· Preventing redundant maintenance spending. If you are aware of when your timing belt was last changed, when your differential fluids and hydraulics have been updated, you won’t be tempted to replace those components or fluids that have plenty of service life left in them.

· Avoiding overlooking important maintenance items. Benjamin Franklin was right when he said that an ounce of prevention really is worth a pound of cure. Overlooking fluid changes, timing-belt replacement, and critical component inspection can wind up costing you far more than having these items routinely maintained. Many systems don’t require maintenance often, making it all the more important to keep a record of what’s been done when and to set reminders to make sure they’re done on time in the future. This will help you avoid costly consequences down the road.

· Maintaining new or used car warranties. In order to maintain coverage you must uphold your end of the bargain by following guidelines for maintenance and providing proof that these services have been performed. Don’t invalidate your own warranty by failing to meet these critical maintenance requirements or not being able to prove they have been completed.

· Maintaining your own safety. Many of us are guilty of it. We pay our service or repair bills, stuff our invoices in the glove box (or hopefully you will at least once you’ve read this!) without looking at them. Reading through may illuminate that your brakes are nearing the end of their service life or other components or fluids are critically worn. Being aware of this will help keep you safe.

· Ensuring continuity of service. If for some reason you change service centers or mechanics, having a record of what’s been done will aid your new mechanic in keeping your vehicle in tip-top form, without having to do a lot of time-consuming (and therefore costly) investigative work. The practice of keeping historical evidence of your service will also eliminate the need for guesswork.

We hope at the minimum you will keep your receipts and invoices organized, so when called upon, you or your mechanic can review the history of your vehicle in detail. Also, check your owners’ manual – often vehicles have a section allowing technicians to fill in and validate that maintenance items have been done and when. We recommend, if possible, maintaining that record as well as keeping your receipts and invoices. Keeping your records organized will save you time, irritation, and money.