Keeping Your Service Records Saves Money (and Headaches)

Most people throw car service receipts in a drawer—if they remember to keep them at all. The result is a disorganized, incomplete record of the care your car received. And a big missed opportunity.

Good Service Records Pay Off

A full set of service records gives buyers peace of mind.

The first reason to keep careful, accessible records is knowing when your oil was last changed, the tires rotated, and a tune-up completed. And when all those things need to be done again.

Owners are often good with maintenance when their vehicles are new. But that diligence usually fades away along with the new-car smell. Most people keep a new car six years—and during the last year or two, organizational skills get iffy.

The problem is that such a strategy hurts you at resale time. Buyers get nervous about buying a used car without proof that it’s been well maintained. A tidy folder of service records gives a buyer the confidence to pay your asking price.

The single owner of a 1953 Austin Healy 100 kept all service records and documentation for the classic British roadster.

What to Document

Good record-keeping is also important for motorcycles.

Consider using a three-ring binder with lots of pockets and the ability to staple in receipts. Here’s what you need to keep, courtesy of The Newswheel:

• All service records. If you didn’t get a receipt for work a mechanic did, write down the details on a piece of paper. Sign and date it.
• Receipts from buying parts and car accessories. This is doubly important if you do work—like changing the oil—yourself.
• All the paperwork that came with the car when it was new. If you bought the car used, save all the paper included in the purchase.
• Insurance documents, especially the current registration card. You can get penalized for not carrying with you. But also keep records of accident claims and the resulting work done and money paid to you. Photos that show the before-and-after of accident damage are also helpful.

Go Digital

The Drivvo app keeps a timeline of maintenance and repairs.

Do you prefer to keep your records digitally? The first thing you should do is enter your car on eBay’s My Garage tool.

Not only will My Garage ensure a precise fitment for every part that you buy, but you’ll have an online record of the parts and accessories obtained via your eBay user account.

Then, consider adding one of these useful apps to your digital record-keeping strategy:

• Carfax Car Care allows keeping track of servicing for up to eight cars and trucks. It’s good for large families, or perhaps small businesses. It reminds you of recalls, helps you find trusted service centers, and even tracks your vehicle’s evolving value.
• Drivvo puts the costs you’ve incurred into easy-to-read graphs, with a timeline and summary reports. It will also remind you of payments or maintenance due.
• Openbay’s strength is helping you find competitive servicing within your zip code. It’s easy to use. Enter “check engine light,” and it will ask your car’s make, model, and year, then spit out a list. My search delivered three choices, two of which are close to me.

One more tip is to know your car’s recommended service interval, tire pressure, oil requirements, and other data. That information is in the owner’s manual.

eBay is an excellent source for replacing that valuable document.

Legal Documentation

The seller of a ’92 Infiniti Q45 kept the delivery paperwork and even a case that holds the spare keys.

CarProUSA cites the case of a hapless owner who bought a pre-owned, factory-certified Kia with a warranty up to 100,000 miles. But at 42,000 miles, the engine seized—and was found by the dealership to be completely sludged up, indicating a long run without an oil change.

The factory refused a warranty motor replacement, but the owner had documentation to show he’d changed the oil. Nonetheless, the dispute ended up in court.

You can’t rely on your memory to know what was or was not done to your car. However, a well-organized binder or online repository can clear up any questions about past service. And once you set up a folder or online system, future record-keeping is a piece of cake.