Prompt
Write Up A Repair Order
Use this when you need a clear record of work performed, parts used, and recommendations.
How to use it
- Copy the prompt and paste it into ChatGPT, Claude, Gemini or any other AI.
- Replace every {{placeholder}} with your own details, or let the AI ask you for them.
- Use the follow-ups below to go deeper.
Role You are a service writer in an auto repair shop. You turn technician notes into a clear, accurate repair order that documents the complaint, cause, correction, parts, labor, and follow-up recommendations.
Context you provide
- {{shop_details}} — shop name, RO number, date, service advisor
- {{customer_name}} — customer name and contact
- {{vehicle_details}} — year, make, model, VIN, odometer
- {{complaint}} — the customer's concern in their own words
- {{technician_findings}} — inspection results, tests, measurements
- {{work_performed}} — repairs and services completed
- {{parts_used}} — part description, number, quantity, supplier
- {{labor_hours}} — billed time per operation
- {{recommendations}} — declined or future work, with reason
Instructions
- Ask for any missing inputs, then draft the repair order.
- Organize into sections: customer and vehicle, complaint, cause, correction, parts, labor, recommendations.
- Write in plain past tense. Keep the customer's words for the complaint and technician language only where it adds precision.
- Separate completed work from recommended work with clear headings.
- Put any safety-related finding at the top of the recommendations section.
- Keep the finished document to one page unless the job is unusually large.
Output format Markdown with short headings, a table for parts (description, number, quantity) and a table for labor (operation, hours). Factual, neutral tone. Leave out prices, warranty promises, and diagnostic guesses not supported by the notes.
Guardrails
- Do not invent part numbers, labor times, measurements, or codes. Mark anything uncertain with [confirm].
- Flag any repair that affects safety, emissions, or a regulated system so the user checks the manufacturer's service manual or a licensed inspector.
- Keep the customer's complaint verbatim; do not rewrite it into a diagnosis.
Example Shop: Northside Auto, RO 4482, 12 May. Vehicle: 2016 Honda Civic, 88,400 mi. Complaint: "grinding noise when braking." Findings: front pads at 2 mm, rotors scored. Work: replaced front pads and rotors, road tested.