Records checklist: what official sources say to keep

Last checked 2026-10-17. These are the record-keeping points that state and federal agencies themselves publish. Not legal advice.

• Every repair order and invoice, including free warranty work. New York's Attorney General says to keep copies of work orders, repair bills and communications, and says dealers must provide a written work order each time repair work is performed, including free warranty work. NY AG guide
• A repair order that fully describes the problem. The DC Attorney General advises insisting on an invoice or repair order for each attempt that fully describes the defect. DC OAG
• A running log of problems with dates and times. DC's page suggests logging each problem and the date and time it occurs, and notes on who you talk to, what is said, and when. DC OAG
• Written complaints with a copy for yourself. DC's page advises submitting complaints in writing and keeping a copy.
• Receipts and correspondence, plus phone-call notes with dates. Maryland's page advises keeping copies of receipts and all correspondence with the dealer and manufacturer. Maryland AG
• Dates the vehicle was in the shop (drop-off and pick-up). Official pages (for example Alaska, Maryland, Oregon) describe totals of days out of service, so dates matter. Use the repair log tool.
• Written notice to the manufacturer when your state requires it, by a trackable method. Alaska and Maryland pages describe certified-mail notice; Texas says preferably certified mail. Check your state page.
• Maintenance records, no matter who did the work. The FTC says to keep records of repairs and maintenance such as oil changes, tire rotations, belt replacement, brake pads and inspections, to show the vehicle was properly maintained. FTC
• Your warranty booklet and the Buyers Guide (used cars). See used cars.

Keep these private

Store copies of records yourself (paper or your own cloud storage). This site never asks for or stores them.