Repair Authorization and Direction to Pay Form

This template is used by collision repair shops to document a customer’s authorization for inspection, teardown, and repair work. It also captures direction to pay insurance proceeds for approved repairs and records key claim and vehicle details. Use it when you need a signed form before starting work or ordering parts. It helps create a clear audit trail for the estimate and repair authorization.

Use it before any disassembly, repair, or supplemental work begins, especially when insurance is involved. It is also useful when the shop needs written confirmation of estimate limits, deductible responsibility, or payment assignment. If the vehicle is only being photographed or briefly inspected, a lighter intake form may be enough. Once teardown or repair authorization is needed, this form is the right fit.

The vehicle owner, authorized claimant, or another person with authority to approve repairs should complete and sign it. A service advisor or estimator typically collects the information and confirms the scope with the customer. If the insurer or a third party is involved, the shop should still obtain the customer’s consent for the work it will perform. The signed form should be stored with the repair file as part of the audit trail.

No. This form documents the customer’s authorization and direction to pay, but it does not replace insurer approval for covered work. Shops often use it alongside the estimate, supplement process, and insurer communications. It is especially helpful when the final repair scope may change after teardown. The form should make clear that supplements may be needed if hidden damage is found.

The repair scope, estimate limit, deductible language, and direction-to-pay wording are the most important fields to tailor. Shops may also want to add a field for preferred contact method or a note about aftermarket, OEM, or used parts if that matters to their process. Keep the form aligned with how your shop handles supplements and approvals. Avoid adding unnecessary PII unless you truly need it.

It supports a clear record of consent, which is useful for dispute resolution and internal audit trail purposes. The form should use plain language, required vs optional fields, and a signature step that shows who approved the work and when. If you collect customer contact details, include a brief disclosure about how the information will be used. Keep the form limited to the minimum necessary data for the repair process.

Yes. The form can be paired with digital estimate tools, photo capture, and shop management systems through manual entry or integration workflows. Many shops use it as a pre-repair approval step before moving the job into production. If your system supports it, store the signed form with the repair order and claim record. That makes it easier to track approvals, supplements, and payment direction in one place.

Common mistakes include leaving the estimate limit blank, failing to explain supplement handling, and collecting more personal information than needed. Another issue is using vague repair scope language that does not match the actual work approved. Shops also sometimes forget to capture the signed date or retain the completed form with the repair file. Clear field labels and conditional logic help prevent those problems.