OEM, Aftermarket, and LKQ Parts Disclosure Form

Use it when an estimate includes any non-OEM part, including aftermarket or LKQ/recycled parts, or when you want a consistent record of part selection. It is especially useful before repair authorization so the customer can review the estimate line by line. If every line is OEM and no disclosure is needed, you may not need the full form.

The estimator or service advisor should complete the estimate and vehicle fields, identify the part type on each line, and summarize the disclosure. The customer should review the disclosure and sign only after the part choices are explained. A manager or claims reviewer can use the internal notes section if additional approval is needed.

Use it every time a repair estimate includes a non-OEM part, and consider using it as a standard step for all estimates to keep documentation consistent. A repeatable cadence reduces missed disclosures and makes it easier to audit files later. It also helps when multiple estimators work the same repair order.

Each line should identify the part name or estimate line item and the part type used, such as OEM, aftermarket, or LKQ/recycled. If your process requires it, add a short note explaining why the part type was selected or whether the customer approved an alternative. Keep the line-level detail aligned with the estimate so the disclosure matches the repair file.

If your workflow requires acknowledgment for non-OEM parts, the signature should be collected whenever those parts are proposed. Some shops also use a digital acknowledgment or e-signature instead of a handwritten signature, as long as the record is retained with the estimate. If no non-OEM parts are present, you can configure the form to skip the acknowledgment step through conditional logic.

A common mistake is listing only a summary without tying the disclosure to specific estimate lines. Another is leaving the part type field vague, which makes it hard to tell whether a part is OEM, aftermarket, or LKQ/recycled. Shops also sometimes forget to record the disclosure date or customer acknowledgment, which weakens the audit trail.

Yes. You can add conditional logic for insurer approvals, shop policy notes, or extra fields for part source and availability. You can also shorten the form for quick approvals or expand it for high-value repairs where more documentation is needed. Keep the fields limited to what you actually use so the form stays easy to complete.

An ad-hoc disclosure is easy to miss and hard to prove later. This form creates a consistent record of what was disclosed, which parts were affected, and when the customer acknowledged it. That makes it easier to support the estimate file, reduce confusion, and maintain a cleaner audit trail.