Secondary Supplement Request Form
Use this Secondary Supplement Request Form to document newly discovered damage, list added parts and labor, and capture renewed approval before repair work continues.
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Built for: Collision Repair · Auto Body Shops · Insurance Claims · Fleet Maintenance
Overview
The Secondary Supplement Request Form is a repair workflow form for documenting damage, parts, labor, and specialty work that were not part of the original approved estimate. It gives collision repair teams a structured way to explain what was discovered, what changed, and what approval is needed before the job moves forward.
Use this template after teardown, diagnostics, or mid-repair inspection reveals hidden damage that affects the repair scope. It is especially useful when the shop needs to request a second supplement from an insurer, customer, or internal approver and wants a clean record tied to the repair order and claim number. The form supports supporting photos, authorization tracking, and submission notes so the reviewer can make a decision without chasing missing details.
Do not use this form for the initial estimate, a simple status update, or a repair that has not yet been approved. It is also not the right fit when there is no new damage to document or when the issue can be resolved within the original scope. Keep the fields focused on what changed, use conditional logic for sublet or specialty work, and avoid collecting unnecessary PII. A well-built version of this template helps reduce back-and-forth, preserves the audit trail, and keeps the repair moving with clear renewed authorization.
Standards & compliance context
- If the form collects names, emails, or signatures, include a clear disclosure about how that PII will be used, stored, and shared.
- Design the form to support GDPR data minimization by collecting only the fields needed to process the supplement.
- Use accessible labels, validation, and keyboard-friendly controls so the form meets WCAG 2.1 AA expectations for public-facing workflows.
- If the form is used in a regulated repair or claims process, preserve the submission and approval history as part of the audit trail.
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
Submission Details
This section ties the supplement to the correct repair order and creates the first part of the audit trail.
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Repair Order Number
Enter the internal repair order or RO number for this vehicle.
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Claim Number
Enter the insurer claim number if available.
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Supplement Request Date
Date the secondary supplement is being requested.
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Estimator Name
Name of the estimator submitting the request.
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Estimator Email
Email address for follow-up questions and approval updates.
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Submission Notes
Optional brief note about why the supplement is being submitted now.
Vehicle and Repair Information
This section identifies the vehicle and explains when and how the additional damage was found.
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Vehicle Year
Model year of the vehicle.
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Vehicle Make
Manufacturer of the vehicle.
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Vehicle Model
Model of the vehicle.
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VIN Last 8 Characters
Enter only the last 8 characters of the VIN to support identification while minimizing PII.
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Repair Stage When Additional Damage Was Found
Select the stage of repair when the additional items were discovered.
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How Was the Additional Damage Discovered?
Choose the method used to identify the new damage or parts need.
Additional Damage and Parts
This section captures the actual scope change, including parts, labor, and any specialty work needed.
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Summary of Additional Damage
Describe the newly discovered damage, missing parts, or hidden repair needs.
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Affected Systems or Areas
Select all areas affected by the newly discovered damage.
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Additional Parts Needed
List each additional part required for the supplement request.
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Additional Labor Hours
Total additional labor hours requested for the supplement.
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Sublet or Specialty Work Required?
Indicate whether outside or specialty work is needed.
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Sublet or Specialty Work Details
Describe any sublet, calibration, alignment, diagnostic, or specialty work needed.
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Supporting Photos
Upload photos that show the additional damage or removed parts.
Authorization and Review
This section records who approved the supplement and confirms the repair can continue.
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Authorization Requested From
Select who must approve the secondary supplement.
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Current Authorization Status
Indicate whether authorization has been received.
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Approver or Contact Name
Name of the person who approved or is reviewing the supplement.
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Authorization Reference Number
Enter the approval reference, claim note, or authorization code if provided.
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Estimator Signature
Sign to confirm the supplement request is accurate to the best of your knowledge.
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Acknowledgment
Confirm that newly discovered work will not proceed until the required authorization is received.
How to use this template
- Enter the repair order number, claim number, submission date, and requester contact details so the supplement can be traced to the correct job.
- Record the vehicle year, make, model, VIN last 8, repair stage, and how the damage was discovered to establish context for the request.
- Describe the additional damage, select the affected systems, add the parts needed, and enter the extra labor hours or specialty work required.
- Attach supporting photos and add sublet details only when those fields apply, using conditional logic to keep the form focused.
- Send the request to the correct approver, capture authorization status and reference details, and do not resume work until approval is documented.
- Review the submission notes and acknowledgment to confirm the record is complete and ready for the audit trail.
Best practices
- Use structured fields for parts, labor hours, and dates so reviewers do not have to interpret free-text entries.
- Attach photos at the time the damage is found, not after repairs have already progressed.
- Mark required fields clearly and keep optional fields optional to avoid collecting unnecessary data.
- Use progressive disclosure for sublet and specialty work so those fields appear only when they are relevant.
- Write the damage summary in plain repair language that explains what changed and why the original estimate is no longer enough.
- Capture the authorization reference before work resumes so the supplement has a defensible audit trail.
- Keep requester and approver contact fields limited to what is needed to route and approve the request.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
When should a secondary supplement request be used instead of updating the original estimate?
Use this form when additional damage is discovered after the initial estimate has already been approved or work has started. It creates a clear record of what changed, why the original scope is no longer enough, and what new authorization is needed. If the repair is still in the early review stage and no approval has been issued, you may only need to revise the original estimate instead.
Who should complete this form in a collision repair workflow?
It is usually completed by the estimator, repair planner, or shop manager who discovered the additional damage and can describe the repair impact accurately. The person filling it out should be able to identify the repair order, list the affected systems, and attach supporting photos. A separate approver or claims contact then reviews the request and records authorization.
How often is a secondary supplement request needed?
There is no fixed cadence because it depends on what is uncovered during teardown, diagnostics, or structural inspection. Some vehicles need none, while others may require multiple supplements as hidden damage is revealed. This template is useful any time the repair scope expands after the original authorization.
What information should be included to avoid delays in approval?
Include the repair order number, claim number, vehicle identifiers, a concise damage summary, the parts needed, added labor hours, and any sublet or specialty work. Supporting photos help the reviewer understand the issue without asking for a second inspection. The authorization section should also capture who approved it, how they approved it, and any reference number tied to that approval.
Does this form need to collect personal data from the customer or claimant?
Only collect the minimum necessary information needed to route and approve the supplement. For most workflows, that means contact details for the requester and the authorization contact, not extra personal data. If you collect names, emails, or signatures, include a clear disclosure about how the information will be used and retained.
What are the most common mistakes when using a supplement request form?
Common mistakes include vague damage descriptions, missing photos, leaving out added labor, and failing to record the approval reference before work resumes. Another frequent issue is using free-text fields where structured fields would be clearer, such as typing a date or part count into a notes box. The form should also make required versus optional fields obvious so users do not over-collect data.
Can this template be customized for different repair shops or insurers?
Yes. Shops can add fields for diagnostic scan results, OEM procedures, or internal estimate codes, while insurers may want claim routing or adjuster assignment fields. Keep progressive disclosure in mind so only the relevant sublet, specialty, or authorization fields appear when they apply. That keeps the form usable without turning it into a long checklist for every job.
How does this form compare with handling supplements by email or phone?
Email and phone updates are easy to lose, hard to audit, and often leave gaps in the repair record. This template gives you a consistent field structure, a submission trail, and a place to attach evidence and approval details in one workflow. It is easier to review, easier to hand off, and less likely to stall because someone cannot find the latest version.
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