A repair facility is required to give a final written invoice, i.e., an itemized statement of charges, upon the return of the customer's vehicle. This must be given to all customers, even when repairs are being performed under warranty. See Appendix E in the Repair Facility Manual for an example of a written invoice.
List of Items
A written invoice must include the following information and items:
- The repairs requested by the customer;
- Any additional repairs which are determined necessary by the repair facility and are authorized by the customer;
- The repair facility's estimate of repair charges for both the repairs originally requested and any additional repairs authorized by the customer;
- The actual total charge for all parts and labor involved in the repair, not to exceed the estimate by $50 or 10%, whichever is less, unless authorized by the customer. If the amount is less than the price quoted in the estimate, the customer may not be charged more than the actual cost of the repairs;
- If a routine charge is made to cover the cost of miscellaneous shop supplies, such as rags, cleaning fluids, lubricants, etc., or for the disposal of hazardous waste materials, the charge for these items must be included in the written estimate. The actual cost that will be charged, as opposed to a percentage of the
repair costs, must be shown in the final invoice;
- A description of the repairs and services performed and a detailed identification of all parts replaced, specifying which parts are new, new OEM, OEM surplus, used, rebuilt or reconditioned;
- A certification stating the repairs were completed properly or else a detailed explanation of the facility's inability to complete repairs properly. The statement must be signed by the owner of the repair facility or designated representative. This person is not required to be a certified mechanic; and
- The name and mechanic certification number of the mechanic who performed the diagnosis and/or the repairs. If repair work is performed by a trainee under the supervision of a certified mechanic, the invoice must include the name and number of the certified mechanic and the name and number of the trainee.
NOTE: A repair facility does not have to guarantee its repairs. If it does, the guarantee must be in writing and must disclose the scope of the warranty, if any, including any limitations that may exist.
Customers have the right to receive back all parts replaced, except those that must be returned to a supplier or manufacturer for warranty or rebuilding purposes, which the customer is entitled to inspect (MCL 257.1333). Exceptions are noted below.
Some replaced parts do not have to be shown or returned to the customer. The following are examples:
- If a part is replaced at no charge, the facility does not have to show the part to the customer. For example, this would include parts replaced under warranty;
- If a part is considered flammable, for safety reasons the facility is not required to return the part. This includes gas tanks or other flammable items, unless such parts are rendered nonflammable. The reason for not returning the part must be clearly explained to the customer;
- Large or heavy parts that are not easily portable need not be immediately returned. The facility should store these parts at the repair facility for the customer's inspection. The facility may not prevent the customer from removing any large or heavy part at the customer's own expense.
All replaced parts not returned to the customer must be kept by the facility for a minimum of two business days after the vehicle has been reclaimed by the customer.
- The customer can cancel this requirement by authorizing the facility to dispose of the parts. For the facility's protection, it is suggested the customer indicate on the written invoice the release of the parts.
- If a dispute arises within the two business days involving a replaced part, the facility must place an identifying mark on the part in the presence of the customer and retain the part until the dispute is resolved.
Exchange (Core) Agreement
The customer may keep a replaced part which would otherwise be returned to a supplier as part of an exchange agreement under the following conditions:
- The repair facility may require the customer to pay the core charge involved in the exchange agreement;
- The core charge must be refunded to the customer upon return of the part to the facility.
Explanation of Parts Replacement
Upon request, a customer is entitled to an explanation of the reason why a part was replaced.