Car maintenance records: what to keep and how
Car maintenance records (service records) are the receipts, invoices, and log entries that show what was done to your car, when, and at what mileage. The FTC advises keeping all of them, whoever did the work: they back up a warranty claim, help your mechanic, and are among the first things a buyer asks for when you sell. Keep them for as long as you own the car, then pass them on.
On this page (9 sections)
What counts as a service record
- Shop invoices and receipts from dealers, independent shops, quick-lube and tire stores
- Parts receipts for work you do yourself: oil, filters, plugs, brake pads
- Your own log: a list of every service with the date and odometer reading
- Recall and warranty repair orders from the dealer (they show $0 but still count)
- Inspection reports: state safety or emissions inspections, pre-purchase inspections
- Tire paperwork: purchase receipt, the tire date code, and any tire warranty
What each record should show
The FTC says receipts should be clearly dated and describe the parts and the work. A complete record has:
| Field | Why it matters |
|---|---|
| Date | Proves the work was on time by months |
| Odometer reading | Proves the work was on time by miles |
| VIN or car | Ties the record to your car, not another one in the family |
| Work done | Exactly what was replaced or checked |
| Parts and fluids | Brand, grade (for example, 0W-20 oil), and part numbers |
| Who did it | Shop name and address, or “owner” |
| Cost | Your real cost of ownership, and proof for a buyer |
| Next due | The mileage or date for the next service |
How to keep car maintenance records
Pick one system and use it every time. Three that work:
- A folder in the glove box or at home. Put each receipt in, newest on top. Simple, but the ink on many paper receipts fades, so photograph or scan them too.
- A log plus scans. Write each service in a log, and save a photo or PDF of every receipt in one folder in your cloud storage, named by date (for example, “2026-11-12 oil change 48,210 mi”). Our free car maintenance log comes as a printable PDF and a spreadsheet file.
- An app. A maintenance app keeps the log, the odometer, and reminders in one place on your phone.
Whichever you choose, write the entry the same day. The odometer reading is the detail people forget, and the one that matters most.
Records and your warranty
You don’t have to use the dealer to keep your warranty, but you do need to show that maintenance was done on schedule. If an engine fails under warranty, the first question is often whether the oil was changed on time. Dated receipts with mileage answer it. The rules are on our page about maintenance and your warranty.
What buyers ask for when you sell
The FTC tells used-car shoppers to ask for the car’s maintenance record from the owner, dealer, or repair shop. Expect questions like these, and have the records ready:
- Has the oil been changed on schedule? (A run of dated receipts answers this.)
- Has the timing belt been replaced? On engines that have one, buyers and their mechanics look for this receipt first.
- When were the tires, brakes, and battery replaced?
- Have recalls been done? Buyers can check open recalls by VIN on NHTSA’s website.
- Any accidents or major repairs? Buyers may also run a vehicle history report. The federal National Motor Vehicle Title Information System (NMVTIS) reports title, odometer, and some damage history.
Before you list the car, put the records in date order, and add a one-page summary: major services with dates and mileage. Black out anything personal you don’t want to share, such as your home address or card numbers.
How to get service records for your car
Missing records, or bought a car without them? Here is where to look:
- Dealers. A dealer that serviced the car can often print its service history from the VIN. Ask the service desk; some dealers can see work done at other dealers of the same brand.
- Shops you used. Independent shops and chains usually keep invoices by your name, phone number, or plate.
- Your email and card statements. Search for shop names and “invoice” to rebuild dates and costs.
- The carmaker’s owner website or app. Many list dealer service visits and recalls for your VIN.
- Vehicle history reports. Some include service visits that shops reported. They are not complete, so treat them as a starting point.
When you rebuild a history, write down where each entry came from.
How long to keep records
Keep them for as long as you own the car, and give them to the next owner. At a minimum, keep every record through the end of the warranty. If you use the car for business and deduct actual expenses, the IRS has separate record rules for those receipts: see how to track mileage for taxes.
FAQ
What are car service records?
The receipts, invoices, and log entries that show what maintenance and repairs were done to a car, with dates and odometer readings. They include work you do yourself, backed by parts receipts.
How do I get service records for my car?
Ask the dealers and shops that worked on it; many can print the history from your VIN or phone number. Also check the carmaker’s owner website and your email for invoices.
Do service records add value when selling a car?
They help a buyer trust the car. The FTC tells used-car buyers to ask for the maintenance record, so having complete records ready answers their first questions.
How long should I keep car maintenance records?
For as long as you own the car, and then hand them to the buyer. Keep them at least until the warranty ends.
Sources
- Federal Trade Commission, FTC offers tips on making the most of your auto warranty (keep all service records and receipts; January 14, 2011; checked November 12, 2026): ftc.gov
- Federal Trade Commission, Auto warranties and auto service contracts (dated receipts that describe the parts and service): consumer.ftc.gov
- Federal Trade Commission, Buying a used car (ask for the maintenance record; NMVTIS; recalls by VIN): ftc.gov (PDF)
- NHTSA, Check for recalls by VIN: nhtsa.gov
- U.S. Department of Justice, National Motor Vehicle Title Information System: vehiclehistory.bja.ojp.gov