Sample of a defective report for car repairs

What it is

This is a document to clarify all the shortcomings. It is often confused with a defective act, which also has an established sample, drawn up when defects are discovered. It has the right to serve as an annex, but not to act as the main agreement.

The document is of an accompanying nature for identifying and clarifying various defects.

This includes:

possibility of eliminating deficiencies;
damage found in the technical equipment;
name, type and material.

Many large companies have vehicles on their balance sheet. And often vehicles break down and need appropriate repairs. Depending on the breakdowns and the number of inspections carried out, medium, current and major types of repair work are distinguished. They are carried out according to a pre-prepared plan in accordance with the order of the enterprise.

Authorized employees conduct an analysis of each vehicle, as well as its spare parts and assemblies. After this, they draw up a defect sheet, which lists all the main deficiencies and restoration work that needs to be performed.

As a rule, the elimination of these shortcomings is carried out by a specialized company. Repairs may also be carried out on our own. Everything will depend on the complexity and availability of highly qualified employees on staff.

In the case when repair work is carried out externally, the contractor must draw up an estimate, where he reviews all the faults and makes calculations. Company specialists compare the data between the two documents and make a decision.

If there are discrepancies, an authorized employee from the company must write a statement to management explaining the current provisions.

The certificate becomes the basis for issuing an estimate and allocating the appropriate amount for repairs.

Samples of different types of defective statements 2020

There are several types of defect detection, each of which has its own characteristics:

To renovate the premises (or the entire building).
For roof repairs.
For vehicle repairs (truck, passenger car, special purpose).
For heating system repairs.
For writing off spare parts.

In general, the sample contains the following points:

The “I Approve” visa is entered in the “header” with the signature of the director or other authorized employee, on whose orders the inspection is being carried out. The same person is approved by the commission and the corresponding order is signed. The official name of the company is also written here.
Next, write the name of the document and its number - usually in simple chronological order, for example, “Defective statement No. 77.” The date of inspection is also entered here.
Then write the full name of the technical object or engineering system that was inspected.
The descriptive part, which is the basis, is presented in the form of a table. Here, in order (indicating the number), all external defects, mechanical damage, and malfunctions that were discovered during a simple visual inspection of the object are listed. Specific types of work aimed at eliminating these faults are also prescribed, as well as a deadline for completing the repairs.
Finally, the names and positions of the employees who carried out the inspection are written down, and their signatures are affixed.

The document is drawn up during the inspection of any product, device, even office equipment. Thus, the sample defective statement does not depend on the object of inspection - it is approved as an empty form that is used by all employees in their work.

Vehicle repair sheet

If a company uses a company car or if it owns a whole fleet of vehicles, the quality of the cars is periodically monitored by external inspection.

It is compiled both by the company that owns the vehicle and by the repair company where restoration work is expected to be carried out.

Drawing up a document in this case allows you to solve several problems at once:

report to the tax office on the expenditure of certain funds on minor or major repairs of the car;
record all defects and, based on their analysis, determine the effectiveness of investments in the repair and maintenance of the vehicle (total costs and total income for the foreseeable period);
Finally, with the help of this document you can clarify the specific type of repair work that will be needed in this case, as well as their estimated cost.

When drawing up a defect report for the repair of a machine of any class and purpose, attention should be paid to several important features:

The name of the model or specific technical modification of the car must completely coincide with what is indicated in the documents - in particular, abbreviations, letter case (uppercase or lowercase), spaces or continuous spelling.
The names of spare parts and individual units should be written with the same accuracy - usually they can be clarified in the relevant documentation or on the manufacturer’s website.
In such a statement, references to applications are required - i.e. documents regulating the implementation of repair work, the purchase of certain spare parts, etc.
Signatures are required not only from the responsible persons who conducted the survey, but also from the owner of the car, if the car does not belong to the company itself, but to an employee who entered into an appropriate agreement and provided his car for official use.
Since the inspection and repair of a car is a rather complex technical procedure that requires the preparation of extremely specific records, corrections even with the mark “corrected believe” are not allowed.
Finally, the number of copies of such a defect is determined by the number of interested parties, of which in this case there are quite a lot: this is the company itself that uses the car, its owner, the company carrying out the repairs. However, if the company repairs its own machine on its own, the defective statement is drawn up on 1 form.

An example is presented below.

For room renovation

During a scheduled inspection, the entire building or its specific premises are inspected, and, as a rule, several fault inspections are made - each for its own premises, or all the data is combined into one document, if it is more convenient to process the information.

The main purpose in this case comes down to the following:

describe all external defects, violations of the condition of the building (for example, cracks in the ceiling, ruptures in the floor covering, mold in the corners, etc.);
outline ways to eliminate it – i.e. specific types of repair work with the help of which it is expected to cope with all detected deficiencies;
indicate the timing of the work, and since we are talking about fairly large volumes, it is necessary to determine priorities - for example, first of all, repair of doorways, and secondly, elimination of cracks in ceilings.

Such a statement is usually compiled by 2-3 employees, among whom are:

accountant or chief accountant;
repair specialist;
engineer in charge of equipment in a building.

The defective statement form must include the following information:

All information relating to the building as a physical object - what address it is located at, what is located in it.
The shortcomings themselves are in their exact names.
Methods and timing of work to correct detected deficiencies.

Since a building is a fairly large object, and a variety of deficiencies can be found, when drawing up a defect report and actually planning the work, you should pay attention to a number of features:

The repair work itself is named in strict accordance with the accepted naming system - here you need to refer to the relevant reference literature (Federal and territorial unit prices).
When recording and describing the type of repair work, you should indicate not only the period, but also the volume, and at each stage you need to identify a specific responsible person - as a rule, there will be several of them at once.
All equipment, as well as construction and other materials intended for repairs, are registered in the names as they are indicated in the documentation - i.e. Brands and models are written in full, without abbreviations.

A sample of the defective statement is presented below.

For heating system repairs

When conducting scheduled and unscheduled monitoring of the heating system in a building, the commission usually consists of 2 people:

accounting representative;
heating system repair specialist.

Several design considerations should be taken into account:

Compiled before or during renovation. If it is quite difficult to do this, then the deadline for drawing up is immediately after completion of the work.
As a rule, not only the names of repair operations are written down, but also the units of volume, as well as the responsible persons at each stage (if the work is supposed to be carried out in several stages).
Corrections in the text itself are also not allowed in this case.
As a rule, it is compiled in electronic form, but there should always be a paper counterpart.

A sample of such a defective statement is given below.

NOTE. The repair work itself – i.e. routine repairs or in the event of an accident do not imply drawing up a defect report according to the appropriate sample.

For write-off of spare parts

The write-off of spare parts is understood as a business operation to replace old, worn-out mechanisms of any installation with new parts. In this case, in the case of car spare parts, it is assumed that a corresponding defective list will be drawn up, a sample of which is discussed above.

Features of the compilation are as follows:

All equipment that was inspected is written down in simple lists.
It will be correct and convenient if, along with the description of the objects, the inventory numbers of each of them are also indicated.
You should also pay attention to the fact that the name of each spare part is indicated in exact accordance with how it is given in the technical documentation.
The “conclusion” column indicates that the part is considered unusable, obsolete and needs to be replaced (or written off).

A sample is presented below.

For roof repairs

Along with the defect detection, the form of which is drawn up during the inspection of the building, a separate document is developed that describes the shortcomings of the roof and the corresponding repair work. A sample is provided below.

Why is it needed?

Many enterprises ignore the provision on the need to maintain a defect record. This is not entirely true, because this will be a direct referral to an authorized company for review and assistance in drawing up the statement. Only a qualified worker will be able to correctly carry out repair work to restore property.

The contractor will be able to complete the work in accordance with the cost estimates. But each operation requires documentary confirmation. And this document suggests an intermediate option that can justify current expenditure transactions,

In other words, the certificate allows you to justify all costs attributed to repair work. This is often required when preparing a balance sheet and paying taxes. It will also allow you to analyze the current situation and make it possible to clarify the cause of the breakdown and whether there is a solution.

Elimination of work deficiencies

If the certificate of completion of work is signed by the customer, then the work of the contractor is considered completed in full and the customer does not have the right to demand that deficiencies be eliminated.

If deficiencies are found in the performer’s work, then it is necessary to warn him about this and document the deficiencies either with an act of acceptance of work performed with deficiencies, or with an act on the deficiencies.

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Every car owner had to take their vehicle in for repairs. This could be due to a manufacturing defect, improper maintenance, careless driving, etc.

Only when completing documents at the service center can you be sure that your car will be fully repaired and operational. When transferring any transport, it is always necessary to draw up a transfer and acceptance certificate.

The act of acceptance and transfer of a car is a document that evidences the transfer of transport from one person to another.

Drawing up an act of acceptance and transfer of a car for repair, sample and form

How to return a car for repairs? First, the car must be prepared for repair, that is, washed, because it is simply impossible to see the damage under the dirt.

Some car dealerships may simply refuse to repair if the car is dirty or may increase the cost of the service.

The client must show documents for transport, service book and warranty card (if available).

The act must be drawn up in at least 2 copies.

The act must indicate certain information, such as:

Technical condition of the machine.
Number.
Mileage.
All damage and malfunctions in the car.
Full equipment of the machine. It is recommended to clear the car interior of foreign objects, this will make it easier for the technician to carry out repairs.
List of car parts that should be replaced. If there is damage that does not need to be repaired right now, then the contract should state that you have no claims against the car service.
Car service information.
Date of conclusion of the act.
Signatures of the parties and details.

The client can provide additional information about the car. The owner can also provide his own parts for the car; their list is indicated in the act.

After drawing up the act, a document is issued that contains a list of work with costs.

How to properly pick up a car from a service center

The acceptance certificate is an important document, but an equally important document is the service agreement.

It usually indicates what will happen to the replaced parts (the car dealership can take the parts for itself). The client has every right to take the parts for himself.

A certificate of acceptance of the car after repair is drawn up. This document indicates the condition of the car after repair. The owner must check the vehicle thoroughly.

Upon inspection, various damage can be detected. If you are not satisfied with the quality of work of the car service, then you can express your complaints in the report.

The important thing is that the car should be picked up from the service center exactly within the period specified in the contract. If you do not do this, some salons may charge an additional fee for keeping your vehicle guarded in the parking lot.

If any defects were discovered during the inspection, you can safely submit an application demanding a refund or repeated repair work.

How to pay for car repairs

As such, there is no standard defect report. The certificate relates to the primary document flow. That is why it is necessary to take into account the standard rules for preparing financial statements.

The following details must be present here:

name of production;
date of preparation of documentation;
full name of the organization where the defect was created;
name and essence of measurement for a business transaction. It is brought to attention both in kind and in monetary terms;
all the names of those who assessed the property and discovered the defects. Their position and signature are also noted.

Form (form) of the act

The form of the certificate of work performed is not prescribed by law, so an organization can develop its own form to fill out and use.
In order to correctly (and in as much detail as possible) draw up the act, you must indicate the following points:

The serial number of this document for its registration in the accounting department.
Date of document creation.
Number of the contract according to which the work completion certificate is drawn up.
Deadlines for completing the agreed work.
Volumes of work performed.
Total cost of work (including mandatory VAT).
The invoice number that is provided to the customer to pay for the work (service) performed.
Full name of the customer and contractor, according to the constituent documents.
Stamp of the seal of both interested organizations.
Signatures of the contractor and the customer, or persons authorized to sign.

To date, the form of the work completion certificate has not been approved at the legislative level. In this regard, commercial firms and individual entrepreneurs can use in their work a document compiled arbitrarily, focusing on the standard sample of the KS-2 form.

When conducting an audit of the business activities of a car service center, representatives of regulatory authorities will selectively study primary documentation, in particular, acts and pay attention to the following points:

completeness of the transaction;
the presence of accidental or intentional errors;
accuracy of the specified data;
presence of signatures and seals of responsible parties.

Based on the results of the inspection, regulatory authorities make a decision and, if there are grounds for this, apply financial penalties.

Procedure

In the event of a traffic accident, qualified personnel are called to assess the damage and damage caused.

A certain order of procedure is assumed here:

calling an employee from the traffic police to issue the appropriate certificate and clarify the injuries and damages incurred;
contacting an insurance organization with an application in the established form;
contacting an independent expert. He will be able to correctly conduct an assessment in order to clarify information using modern technologies and calculations;
the car owner requires the service technician to inspect the vehicle, indicating the required amount of work to eliminate the defect.

An important feature here is the presence of a document confirming damage received from a traffic police officer. This document is also required when resolving disputes with an insurance company.

Sample work order and filling example

The form is maintained in any form, but some details become mandatory:

Document Number. It is entered along with the date according to the Log Book kept in the car service center.
Name of the enterprise, its organizational form, location and legal address. The contractor has the right to add a color logo of the repair shop.
PTS and STS data, state number, make, model, VIN of the vehicle.
Current mileage information.
First name, last name, telephone number of the consumer.
List of used (required) spare parts.
Control information about the performer responsible for completing the assigned tasks.
Listing of those components purchased by the customer himself.
Total amount.
Accurate information about the duration of the repair: from the initial stage to the final stage.
Rules for operating a car service center, including guarantees for this type of repair and materials.
Signature and seal of the responsible person.

Rules for drawing up and processing a document

A document is being drawn up with some features:

the document is not signed by all employees, but only by those who are on the lists approved by management;
A certificate is drawn up only at the time of detection of defects or after the end of the procedure. This is done depending on technical capabilities;
No typos or omissions are allowed in the defective statement. If there are any, it is worth drawing up a new statement;
you can draw up a certificate in both paper and electronic format;
Authorized citizens (often these include the chief accountant and management of the organization), as well as regulatory authorities, have the right to request this document. This includes the tax authority and the prosecutor's office.

Powers of the commission

The experts included in the commission check every component and structural element of the vehicle in order to identify mechanical damage. All this data (if there is a large list of defects) can be reflected in a separate application form to the defect report. The defect sheet (addition to the main document), a sample of which is below, is also drawn up in free form on a sheet of paper (computer technology can be used) and contains a listing of breakdowns in the form of a table or list.

Attention! Due to the fact that Russian legislation has not approved the form of this form, business entities can independently determine what appearance the document will have. In most cases, experts describe all identified damage on the organization’s letterhead, which contains the necessary fields and columns to fill out.

The certificate of completion of work is the primary document, according to which all types of work performed, their total cost, as well as the initial and final dates are displayed. The act is filled out in two copies and signed by the customer and the contractor (between two counterparties), one act remains with each of the parties.

The act of acceptance of completed work is often classified as primary documents, which means it is regulated by Federal Law N402-FZ of December 6, 2011 “On Accounting”.