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Email templates · Auto repair shop

Email template to ask a mechanic for a repair estimate

Your car has a problem, such as a warning light, a noise, or brakes that feel wrong, and you want a rough idea of the cost before you hand over the keys. Many shops will say "bring it in," but most can give a ballpark from a clear description, especially if you already have a trouble code (the code a scanner pulls from the car's computer) or a diagnosis from another shop. Asking by email gets you written numbers from several shops that you can lay side by side. A written estimate also protects you later: in many states a shop needs your approval before doing work that goes beyond it, and the email is your proof of what was quoted.

Before you send

  • The car's year, make, model, engine size if you know it, mileage, and VIN (the 17-character vehicle identification number on the dash or the insurance card).
  • The symptom in plain words: what happens, when it started, and whether it is getting worse. If you have a trouble code, include it; most auto parts stores will read the code for free.
  • Any diagnosis or quote you already have from another shop or the dealer, with the number they gave you.
  • Your preference on parts. Original manufacturer parts (OEM) usually cost more than aftermarket parts, and the shop will quote whichever you ask for.
  • When you can drop the car off and whether you need it back the same day.
Subject Estimate request: [year make model], [short description of the problem] 
Hi [shop name],

I'm looking for a written estimate on my [year make model], about [mileage] miles, VIN [VIN].

The problem: [one or two sentences, e.g. a grinding noise from the front wheels when braking that started about two weeks ago and is getting louder]. [If you have one: the stored trouble code is P0420, read at a parts store on date.] [If another shop looked at it: shop name diagnosed it as a worn wheel bearing and quoted $450.]

Could you send me an estimate broken into parts, labor (hours and your hourly rate), and any shop fees or taxes? If you can't price it without seeing the car, I understand; please tell me what the diagnostic charge would be and whether it comes off the repair bill if I have you do the work.

I'd prefer [original manufacturer parts / whichever parts you recommend for the price], and I can drop the car off [days or dates]. If the number works I'll book it with you.

Thanks,
[Your name]
[Your phone number]

Everything in brackets is yours to fill in. Keep the rest as it is or change the tone to match how you write.

After you send

  • A good reply gives a range or a firm number with parts and labor separated, plus the cost to confirm the diagnosis. "We'd have to see it" with no numbers at all deserves one more ask for at least the labor rate and the diagnostic fee.
  • Compare labor hours and rates across shops; parts prices vary less. A shop quoting four hours for a job another quotes at two should be able to explain why.
  • Before you approve any work, ask the shop to email the final estimate and to call before doing anything beyond it. In many states the shop must get your OK before exceeding a written estimate.
  • Walk away from a shop that won't put anything in writing or asks you to approve "whatever it needs."

Or don't send it yourself

Forward the job to myagent@standinfor.me and let StandIn run the whole thread.

StandIn is an email assistant that handles conversations with businesses for you. You write it one email saying what you need. It writes to the business, waits for the answer, follows up when they go quiet, pushes back on the number when it should, and brings the results back to your inbox for you to decide. You don't need to install an app or sign up. The first email you send is already the start of the task.

Hand this to StandIn opens an email to myagent@standinfor.me with the job already written out

To myagent@standinfor.me Subject Get me repair estimates for my car 
Hi StandIn,

Please get me written repair estimates from a few mechanics for a problem with my car.

The car: [year make model, mileage, VIN].
The problem: [what's happening, when it started, any trouble code or earlier diagnosis].
Parts preference: [original manufacturer / whatever is reliable and cheapest / no preference].
Where I am: [city or zip code, and how far I'm willing to drive].
When I can drop it off: [days or dates].

Contact three or four well-reviewed shops nearby, ask each for parts, labor and diagnostic fee, follow up with any that don't answer, and bring me the estimates side by side with your read on which looks fairest.

Thanks,
[Your name]

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