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OEM, Aftermarket, and LKQ Parts Disclosure Form

Use this disclosure form to document OEM, aftermarket, and LKQ parts on each estimate line and capture customer acknowledgment before repair work begins.

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Trusted by frontline teams 15 years of frontline software

Built for: Auto Body Repair · Collision Repair · Automotive Service · Insurance Claims

Overview

This template documents which parts are OEM, aftermarket, or LKQ on a repair estimate and captures the customer’s acknowledgment before work proceeds. It is built for shops that need a line-item record, not a generic approval form, so the disclosure matches the estimate and the repair order.

Use it when a job includes non-OEM parts, when an insurer requests a clearer parts record, or when your shop wants a consistent acknowledgment process for substitutions. The estimate and vehicle section ties the disclosure to the correct repair order and vehicle, while the line-item parts section lets you identify the part type for each estimate line. The acknowledgment section creates a signed record that the customer reviewed the disclosure.

Do not use this form as a catch-all intake document or for repairs where part type is irrelevant. If you are not disclosing alternate parts, a simpler estimate authorization may be enough. The form also should not be overloaded with unrelated customer data; collect only what you need to identify the vehicle, explain the parts, and preserve the audit trail. Keep the disclosure language plain, the fields specific, and the signature step tied to the actual estimate being approved.

Standards & compliance context

  • Keep the form aligned with data minimization by collecting only the vehicle, estimate, parts, and acknowledgment details needed for the disclosure.
  • If the form is public-facing or used on a customer device, make the fields and labels accessible under WCAG 2.1 AA, including clear required-state indicators and keyboard-friendly signatures.
  • Use plain disclosure language so the customer understands whether OEM, aftermarket, or LKQ parts are included before giving consent.
  • Maintain an audit trail by preserving the signed form with the estimate and repair order in case of later dispute or insurer review.

General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.

What's inside this template

Estimate and Vehicle Information

This section anchors the disclosure to the correct repair order and vehicle so the signed record cannot be separated from the estimate.

  • Estimate Number (required)
  • Repair Order Number
  • Vehicle Year (required)
  • Vehicle Make (required)
  • Vehicle Model (required)
  • VIN Last 8 Characters

    Optional. Use only if needed to match the estimate to the vehicle record.

Customer Disclosure Summary

This section states whether non-OEM parts are present and gives the customer a plain-language summary of what they are approving.

  • Does this estimate include any aftermarket or LKQ parts? (required)
  • Disclosure Type (required)

    Select all part types included in the estimate.

  • Customer Disclosure Statement

    This estimate may include non-OEM parts such as aftermarket or LKQ/recycled parts. These parts may differ from OEM parts in fit, finish, warranty, or availability depending on the supplier and repair requirements.

  • Customer acknowledges the parts disclosure above (required)

Estimate Line Item Parts

This section records the part type on each estimate line so substitutions are visible at the level where disputes usually happen.

  • Estimate Line Items (required)
  • Line Item Notes

    Use this field for any exceptions, availability notes, or customer-approved substitutions.

Customer Acknowledgment and Attestation

This section captures the signatures and attestation needed to show the customer reviewed the disclosure and the estimator presented it.

  • Customer Name (required)
  • Customer Signature (required)
  • Signed Date (required)
  • Estimator Name (required)
  • Estimator Signature
  • Attestation (required)

How to use this template

  1. 1. Enter the estimate number, repair order number, and vehicle details so the disclosure is tied to the correct job record.
  2. 2. Mark whether non-OEM parts are present and choose the disclosure type that matches the estimate, such as aftermarket or LKQ.
  3. 3. List each affected estimate line item with the part type used and add notes only where clarification is needed.
  4. 4. Present the customer disclosure statement, explain any substitutions, and collect the customer acknowledgment before ordering parts or starting repairs.
  5. 5. Capture the customer and estimator signatures with the signed date, then store the completed form with the estimate for audit trail purposes.

Best practices

  • Use a date picker for the signed date and separate signature fields for the customer and estimator.
  • Show the disclosure section only when non-OEM parts are present so the form stays short and readable.
  • List part type at the line-item level instead of relying on one blanket statement for the entire estimate.
  • Keep the customer disclosure statement plain and specific, and avoid legal wording that obscures what is being approved.
  • Mark required fields clearly and leave optional notes optional so the form supports quick completion at the counter.
  • Store the signed form with the repair order so the audit trail is easy to retrieve during a dispute or review.
  • Use conditional logic to reveal extra notes only when a line item needs explanation, rather than showing every possible field at once.

What this template typically catches

Issues teams running this template most often surface in practice:

The estimate lists parts, but the form does not identify which line items are aftermarket or LKQ.
The customer signs without seeing a clear disclosure statement that explains the part types being used.
Required fields are overused, making the form slower to complete than the estimate itself.
The signed date is captured in free text instead of a structured date field, which creates inconsistent records.
The shop collects unnecessary personal data instead of limiting the form to the minimum needed for disclosure.
Estimator attestation is missing, so there is no clear record of who presented the disclosure.
Line-item notes are used to hide important part substitutions instead of making the part type explicit.

Common use cases

Collision Estimator at a Body Shop
An estimator documents mixed OEM and aftermarket parts on a front-end repair and captures the customer’s acknowledgment before the vehicle is released for parts ordering. The line-item breakdown helps prevent later disputes about what was approved.
Insurance Supplement Coordinator
A supplement is issued after teardown reveals LKQ parts are available for a few components. The form records the revised disclosure and keeps the customer signoff aligned with the updated estimate.
Independent Repair Shop Service Advisor
A service advisor uses the template when a customer requests a lower-cost repair option and the shop proposes aftermarket parts for selected items. The acknowledgment section creates a clear record of the customer’s decision.
Fleet Collision Administrator
A fleet admin tracks part substitutions across multiple repair orders and needs a consistent form for internal approval and vendor review. The estimate and vehicle section makes each disclosure easy to match to the correct unit.

Frequently asked questions

When should this disclosure form be used?

Use it when an estimate includes any non-OEM parts, especially aftermarket or LKQ/recycled parts. It is also useful when the shop wants a consistent record of what was disclosed before authorization. If every line is OEM and no alternate parts are proposed, the form may be unnecessary. The key is to use it before the customer approves the estimate.

Does this form cover all repair estimates or only certain jobs?

It is designed for repair estimates where part type matters and the customer needs a clear breakdown. That includes collision repair, insurance-driven estimates, and any job where substitutions may affect cost, availability, or fit. It is not a general intake form for unrelated service work. Keep the scope tied to parts disclosure so the record stays easy to review.

Who should complete and sign this form?

The estimator should complete the estimate and parts details, then the customer should acknowledge the disclosure. The estimator signature supports the audit trail by showing who presented the information. In some shops, a service advisor or repair planner may prepare it, but the person explaining the parts should be the one attesting. The customer signature should be collected before work starts whenever possible.

What is the difference between OEM, aftermarket, and LKQ parts on this form?

OEM parts are made by the original vehicle manufacturer or to the original specification, aftermarket parts are made by a third party, and LKQ parts are used recycled parts that are like kind and quality. This form gives you a place to identify the part type on each line item instead of using a vague summary. That line-level detail helps prevent disputes later. It also makes the disclosure easier to match to the estimate.

What are the most common mistakes when using this template?

A common mistake is marking every field required and forcing unnecessary data entry. Another is failing to list the part type on each estimate line, which makes the disclosure too generic to be useful. Shops also sometimes forget to include a clear statement about what the customer is acknowledging or what happens after submission. The form should be specific, readable, and tied to the actual estimate.

Can this template be customized for insurance workflows or shop software?

Yes, it can be adapted to match your estimate workflow, repair order numbering, and parts terminology. You can add conditional logic so the disclosure section appears only when non-OEM parts are present. It also works well with integrations that pull estimate data into the form or push the signed acknowledgment into the repair record. Keep the customization focused on the fields you actually use.

How should the disclosure statement be worded?

The statement should plainly explain that the estimate includes OEM, aftermarket, or LKQ parts and that the customer understands the part types listed. Avoid legalese that hides the actual disclosure. If the form collects a signature, include a clear consent or acknowledgment line near the signature field. The goal is clarity, not broad waiver language.

What should happen after the customer submits or signs?

The signed form should be stored with the estimate or repair order as part of the audit trail. The shop should then proceed according to the customer’s authorization and any insurer requirements. If the customer does not acknowledge the disclosure, the estimate should be paused until the issue is resolved. A clear post-submit step reduces disputes and rework.

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