OEM Repair Procedure Attestation Form

This template is used to document that OEM repair procedures were reviewed, completed, and supported by the right file evidence. It gives managers a consistent way to attest to repair quality before a claim or repair file is finalized. It also creates a clear audit trail for exceptions and follow-up actions.

A manager, estimator, or repair operations lead should complete the attestation after the repair file is assembled. The person signing should have enough authority to confirm whether required and recommended procedures were followed. If a procedure was not completed, the form should capture the reason and the next step.

Use it for each repair file that requires OEM procedure review, especially when the work involves structural, safety, calibration, or manufacturer-specific steps. Some shops use it on every file to keep the workflow consistent, while others reserve it for higher-risk repairs. The key is to apply it whenever the file needs documented procedure verification.

Acceptable documentation usually includes OEM procedure printouts or saved references, photos, scan reports, calibration records, and other file evidence that shows the work was completed. The exact documentation types should match the procedures reviewed and the repair scope. If something is missing, the form should say what is missing and who will obtain it.

Yes, it supports an audit trail by tying the repair order, claim, procedure sources, documentation, and manager attestation together. That makes it easier to show how the file was reviewed and why any exception was approved. It is especially useful when internal quality checks or insurer reviews require clear repair documentation.

Common mistakes include leaving procedure sources vague, marking all procedures as complete without checking the file, and failing to record missing documentation. Another frequent issue is signing the attestation before the repair evidence is actually attached. The form works best when it is completed after review, not as a quick checkbox at the start.

Yes, you can add fields for calibration status, supplement approval, sublet work, or insurer-specific notes if those are part of your process. You can also use conditional logic so exception fields only appear when a procedure is not completed or documentation is missing. Keep the form focused on the data you actually use to avoid unnecessary PII and extra steps.

Ad-hoc approvals are harder to search, harder to audit, and easier to lose when a file is reviewed later. This template standardizes the review so every repair file captures the same core facts in the same order. It also reduces back-and-forth because the manager can see what was reviewed, what was documented, and what still needs action.