Who keeps maintenance records, and how?

[drivingcanada]

Out of curiosity, how many of you keep maintenance records or set service reminders for your vehicles? Do you keep piles of invoices and written notes stuffed in a plastic bag, store it in excel, or know of a really good mobile app/website?

When you buy or sell a used vehicle, is this something you consider critical to have/provide? The last time I went shopping for a used car, some sellers had piles of these available and just went "here you go". Others didn't, or had one or two records here and there.
Anyone had this experience, or know a better way to present records?

Thanks

[max_boost]

I keep all of mine in a binder and show whoever is interested in the car that I did maintain it. If I no longer own the car then I toss it out.

[D'z Nutz]

For work I do myself, I keep a log of the date, mileage, and what was done in one of the manuals that came with the car in the glove box. I also keep all receipts for services and purchases for the car (ie: windshield, tires, etc) along with the mileage when it was put on.

Oddly enough, I don't keep track of oil or oil filter purchases since I always considered those consumables, though based on warranty related discussions that have popped up here in recent years I really should be keeping receipts to accompany my maintenance records.

[EF9 Sedan]

I would say maintenance records are important to keep. A used car with all of its maintenance records is easier to sell than going off of what the owner claimed was done and assuming they've stayed up-to-date with all their maintenance.

Records give an idea of when the work was done (year, mileage, shop that did the work, whether OEM parts were used). It also gives you an idea whether major maintenance items need to be factored into the cost of the vehicle (e.g. timing belts/suspension overhaul).

A car that is dealer maintained usually has a service record on the car proof (indicated dealer and mileage serviced). As long as the service intervals are consistent and happen every x KM then I feel confident the car was maintained at the appropriate intervals.

I do fluid changes myself so I keep the receipts of the fluids/parts I purchase. I keep the receipts of tires/wheel alignment whenever I take my car to the shop.

[killramos]

I just stick every maintenance printout in the little sales folder that the car's purchase paperwork came in.

When I sell it I will just hand over the folder to the buyer.

Same think I did with my last car.

[Thaco]

i have tried so many times but i just keep forgetting to enter stuff, since i do all my own work its not as easy as just tossing the invoice in a folder... I have tried a few apps, probably the easiest was google notes, but again, i just forget to enter stuff as i am doing it and every time i think of it i get distracted until i forget details and then give up on it, lol

Honestly too if i was buying a car and someone dropped a 4" folder on me with all the records i'd wonder what kind of mess vehicle i was getting myself into, nickle and dime ya to death.

[killramos]

Beats someone who wants you to take his word he changed the oil :rofl:

[Thaco]

Originally posted by killramos
Beats someone who wants you to take his word he changed the oil :rofl: overrated anyway, i've driven beaters for 100k+ with just the occasional top up (when the oil light flashes, thats a good time to top it up)

[nismodrifter]

I have a word document for each vehicle, three columns I believe (date/service performed/mileage).
Reciepts then go in a folder (in chronological order).

[Twin_Cam_Turbo]

I put all my receipts in my glovebox and note mileages for everything on them. Including every fuel receipt and things like washer fluid and bulbs.

[Sugarphreak]

...

[nobb]

I have an electronic folder for each car. Each folder has a maintenance Excel spreadsheet. Anytime I touch anything, I log it with exact description of what I did, part #s, lessons learned, misc notes, etc. I have all the various regular service types (eg. oil, filters, fluids) in a separate column with next mileage/time due. That allows me to plan ahead easily by bulk ordering parts from Rock Auto when I know I'll need parts for an upcoming service on one of the vehicles.

Each spreadsheet also has extra workbooks to include various notes on anything I learned, future repairs planning, even torque specs and everything in between. In the folder, I keep the electronic service manuals, wiring diagrams, TSBs, and oil analysis reports.

Paper receipts for parts I'll keep in a binder for each vehicle. Parts/tools with lifetime warranty I'll scan the receipt and file it.

Basically, I'm OCD. But even though my records are easily more detailed than any dealer invoice, I think if I were to sell, some buyers would still be naturally hesitant over these "DIY" records.

[My_name_is_Rob]

I log all my oil changes, maintenance, and improvements, mainly just for my own records. The oil changes and timing belts I record, so I can keep a close eye on them, and change when necessary. I just track them all by mileage, date, and services performed, and write them on loose-leaf that I leave in my car binder.

Now my fuel I track on Fuelly, and I like doing this, because it gives me a good idea of what kind of fuel my car likes, and what kind of mileage i'm getting. Plus if I see my MPG trending downwards, and it's not because of driving style, or winter fuel, then I can look into other areas, and catch them early on.

[Hallowed_point]

I used to keep them in my glove box. But lately, I've moved to folding them up and storing them somewhat neatly/safely in an accordion file.

It certainly adds value and give a shit factor for me. Who wants to buy a vehicle that was haphazardly maintained?

[dirtsniffer]

I have an invoice folder as well as everything has been done at the dealer to date. I assume I could get them to reprint everything.

[tonytiger55]

In previous cars I kept a binder. It made it easier. I kept mental notes of major changes (i.e 100km cam belt etc)

My current vehicle I don't bother with logging oil changes as its so old and Im driving it till it dies. But wear and tear items and major things like brakes, or repairs I do keep so I have a record or longevity.

When purchasing a vehicle, the records log does play a part. But I am looking at the type of person I am buying from too. That also gives a idea of how the car might have been maintained and driven.

[94boosted]

I keep a file folder with receipts, records & invoices for all service and modifications for all of my cars. When selling cars in the past buyers always seemed happy that I could prove maintenance was done when I said it was. And personally when I buy a used car if a person doesn't have the maintenance records it's a bit of a red flag. Especially with modern cars having oil change intervals of 15,000 or even 20,000km I want to make sure that oil was changed (preferably before the interval).

[lilmira]

I keep all the service records and I usually type up a page or two to include other information about the car. From my experience, the buyers have been quite happy about it.

[Mitsu3000gt]

I keep absolutely everything, even if I buy a $2 part, and give everything to the next owner. If you don't do that, it's much harder to validate claims of proper care. I would never believe someone who told me they did all the services, changed oil on time, etc. and had no records. It's too easy to just say stuff like that, and most people don't take good care of their vehicles.

Also, people who do that kind of stuff usually take better care of their possessions in general, and I am much more likely to buy a vehicle form someone like that.

[danno]

I keep every thing as well. And when I purschase I inspect the previous owners paper work. When I bought the rs4 I asked to take it home and read it all over, nothing worse then missing a major issue and having to pay for it. I don't hide anything when selling cars I tell them everything that has happened while I owned the car, I feel like honesty will sell the car almost as much as the car selling it self.

[Swank]

I have almost everything done at the dealership, I'd do my own oil changes if they weren't free there. When I switched dealerships due to moving across the city they printed out my entire service history to provide to the new dealership, it was pretty detailed so I kept a copy. I think that would satisfy a potential buyer, and if it doesn't then they weren't the right one.

[nickyh]

I keep all mine. if i sell the car privately I give them to new owner if they want them, if they don't i shred.
My next car may be a trade in, so I don't think the dealer will want those.

I also keep my payoff letters on my car loans and let the new owner inspect that, but I keep that for my CYA file.

[rage2]

My cars all have built in service reminders, where I get it serviced at the dealer. I don't keep any of it because the dealer can print them all out for me if/when I need it.

Fuck paper.

[drivingcanada]

Thanks for the awesome and helpful responses - looks like it's currently a binder of papers for many people, with a few venturing into excel/online territory.

For those who buy/sell privately through craigslist, kijiji etc, I wonder - if you had instant online access to all the maintenance records (both DIY and dealer/independent with invoice snapshots ) along with a seller's ad, and could view them before having to contact the seller, would that save you time or change the way you filter through ads?

Or as a seller, if you had an easy way to (optionally) include your records with your ad, do you think it would help in selling your vehicle?

[relyt92]

I keep invoices and receipts in an envelope, and also keep a Google Docs file with date/mileage/what and where it was done that I could pull up on my phone anywhere or show to a potential buyer.

[TomcoPDR]

Originally posted by drivingcanada
Thanks for the awesome and helpful responses - looks like it's currently a binder of papers for many people, with a few venturing into excel/online territory.

For those who buy/sell privately through craigslist, kijiji etc, I wonder - if you had instant online access to all the maintenance records (both DIY and dealer/independent with invoice snapshots ) along with a seller's ad, and could view them before having to contact the seller, would that save you time or change the way you filter through ads?

Or as a seller, if you had an easy way to (optionally) include your records with your ad, do you think it would help in selling your vehicle?

If I was buying used on Kijiji, I don't think it'll change the fact that I'll still need to physically touch/feel the vehicle. Right now, Kijiji offers the seller to link/purchase a carproof report, which hardly any seller offers.

If I was selling used on Kijiji, unless its intergrated free of charge to link/post my receipts, I wouldn't pay any extra for it though.

[MalibuStacy]

Every car I've owned I keep a service record

[Moff]

I type myself an email and print it if I do the work myself :)

[Neb]

Well, if you want to get started easily, you could just add a folder to your filing cabinet (if you have a filing cabinet) and place all your repair invoices in there chronologically.

Then get a little notebook and keep that in your glove compartment. Make note of anything you think is important: Dates and mileage of oil changes, the last time the brakes were done, optimum tire pressure, etc...

[revelations]

I use an online note-taking app. Web based - Diigo - I just log in with my garage PC and add anything relevant (eg. to do) and anything completed as far as maintenance (Month/year, mileage, work done).

I can also make notes on it while in my car.

[bigbadboss101]

Keep ours in a binder. Similar to some of the other replies. Keep they until I sell the car. If buyer wants the record I give to them.

[HiTempguy1]

I mile my cars out. Taking a potential car for a test drive and checking the fluids reveals way more than a binder full of receipts does.

Having said that, if I had a NICE car and was selling it before it was miled out, I can see that being useful for the sale. But I've personally never had a problem.

Just sold my 520k km duramax, guy asked if I had invoices for all the parts I put on, which I did since they were all online order, but he didn't care to take them. :dunno:

[FraserB]

I have an Excel sheet that everything goes on. Gas, car washes, modifications, maintenance, insurance. All with cost, date and mileage against each one.

[btimbit]

Binder here too. Dividers for different categories, everything goes into it.

[v2kai]

Keep a folder of receipts and track my maintenance and fuel economy using fuelly. I just make brief notes of maintenance performed when enter the next gas up in the log. Quick and simple

[The_Penguin]

Excel sheet with mileage, work done, where done, and cost.
Searchable PDFs scanned of all receipts for DIY stuff and work orders for dealership/other.
No paper kept at all.

[roll_over]

Originally posted by rage2
My cars all have built in service reminders, where I get it serviced at the dealer. I don't keep any of it because the dealer can print them all out for me if/when I need it.

Fuck paper.

:werd:

Except for when I sold my car from my company to myself and Lonestar refused to print shit cause of some freedom of information mumbo jumbo.

[RealJimmyJames]

Don't you trust yourself?

I pretty much don't keep anything. Haven't had anyone ask for anything in decades of selling vehicles. Most people don't even pop the hood, let alone want to read a stack of invoices.

[roll_over]

Originally posted by RealJimmyJames
Don't you trust yourself?

I pretty much don't keep anything. Haven't had anyone ask for anything in decades of selling vehicles. Most people don't even pop the hood, let alone want to read a stack of invoices.

I think it depends on the vehicle. One of my business’ is a small car dealership that specializes in niche and high end cars and nearly 100% of my clients ask.