Car issues happen to everyone at some point. You might face a situation where you need to write a letter asking for your vehicle to be fixed properly. This could be to a car dealer, repair shop, or even an insurance company.
These sample letters will help you communicate clearly about your car problems. Each one shows how to explain what went wrong and what you want done about it. Keep reading to find the right approach for your situation.
Sample Letters of Request for Vehicle Repair
These fifteen sample letters cover different situations you might face when requesting vehicle repairs.
1. Basic Request to a Dealership
July 12, 2025
John Smith
123 Main Street
Anytown, CA 90210
Phone: (555) 123-4567
Email: johnsmith@email.com
To: City Motors Dealership
456 Auto Avenue
Anytown, CA 90210
Subject: Request for Repair of 2023 Toyota Camry Under Warranty
Dear Service Manager,
I bought a 2023 Toyota Camry from your dealership on January 15, 2025 (Vehicle Identification Number: ABC123XYZ456789). The car is still under the manufacturer’s warranty.
Recently, I noticed the check engine light coming on and the car makes an unusual knocking sound when starting. This happens every time I start the car, and the problem seems to be getting worse.
Please schedule a service appointment to check and fix these issues under my warranty. I am available weekdays after 3 PM and anytime on weekends.
Thank you for your prompt attention to this matter.
Sincerely,
John Smith
2. Follow-up on Incomplete Repairs
August 5, 2025
Sarah Johnson
789 Oak Drive
Springfield, IL 62701
Phone: (555) 987-6543
Email: sarahjohnson@email.com
To: Quick Fix Auto Repair
321 Mechanic Lane
Springfield, IL 62701
Subject: Follow-up on Incomplete Brake Repairs
Dear Mr. Wilson,
On July 20, 2025, I brought my 2020 Honda Civic (License Plate: ABC-1234) to your shop for brake repairs. I paid $450 for what I thought was a complete brake system repair.
Sadly, the squeaking noise has returned, and the car still pulls to the right when braking. This suggests the repairs were not fully completed or another issue exists that was not addressed.
Could you please look at my car again? The receipt number is RF-78901. As your shop guarantees work for 90 days, I hope this can be fixed at no extra cost.
Please call me at (555) 987-6543 to arrange a suitable time.
Thank you for your assistance.
Regards,
Sarah Johnson
3. Insurance Claim Request
September 10, 2025
Michael Brown
456 Pine Street
Austin, TX 78701
Phone: (555) 234-5678
Email: michaelbrown@email.com
To: Safe Auto Insurance Company
789 Insurance Boulevard
Austin, TX 78702
Subject: Claim #AC-45678 – Request for Vehicle Repair Authorization
Dear Claims Adjuster,
I am writing about my insurance claim #AC-45678, filed on September 5, 2025, regarding damage to my 2022 Ford Explorer.
The accident occurred on September 3, 2025, when another driver ran a red light and hit the passenger side of my vehicle. The police report (#TPD-2025-3456) confirms I was not at fault.
My car has significant damage to the passenger doors and side panels. The impact was strong enough that the airbags deployed. The repair shop, Austin Body Works, has provided an estimate of $7,800 for all needed repairs.
Please approve this claim promptly so repairs can begin. My family relies on this vehicle for daily transportation.
Thank you for your swift response.
Sincerely,
Michael Brown
Policy Number: PAP-987654321
4. Complaint About Poor Repair Quality
October 15, 2025
Jennifer Garcia
123 Maple Avenue
Portland, OR 97201
Phone: (555) 345-6789
Email: jennifergarcia@email.com
To: Superior Auto Body Shop
987 Repair Road
Portland, OR 97202
Subject: Complaint About Substandard Paint Job
Dear Shop Manager,
Last month, on September 20, 2025, I paid your shop $2,200 to repair and repaint the front bumper and hood of my 2021 Subaru Outback after a minor collision (Invoice #SA-12345).
Upon closer inspection after picking up my vehicle, I noticed several issues with the paint job:
- The color does not match the rest of the car
- There are visible drip marks on the hood
- The clear coat appears uneven and rough
This quality of work falls well below what was promised and what I paid for. As your website states a “Perfect match guarantee,” I expect these issues to be corrected without additional charges.
Please contact me within five business days to discuss how you plan to address these problems.
Thank you for your attention to this matter.
Respectfully,
Jennifer Garcia
5. Request for Goodwill Repair Outside Warranty
November 3, 2025
Robert Taylor
567 Cedar Lane
Charlotte, NC 28202
Phone: (555) 456-7890
Email: roberttaylor@email.com
To: Customer Relations Department
Luxury Motors of Charlotte
789 Luxury Lane
Charlotte, NC 28203
Subject: Request for Goodwill Repair of Transmission Issue
Dear Customer Relations Manager,
I am a loyal customer who has purchased three vehicles from Luxury Motors over the past decade. My current vehicle, a 2020 Luxury Motors Sedan (VIN: XYZ789ABC123456), has developed a transmission problem just two months after the warranty expired.
The vehicle has been meticulously maintained at your service center, as evidenced by my service records. The car has only 38,000 miles, well below average for its age. The transmission issue (hesitation when shifting gears) began suddenly without warning.
Your service department has diagnosed the problem as a faulty transmission control module, with repair costs estimated at $3,200. Given my loyalty to your brand and the unexpected nature of this failure in a relatively new, well-maintained vehicle, I am requesting consideration for a goodwill repair.
Many thanks for considering this request. I look forward to your response.
Sincerely,
Robert Taylor
6. Third-Party Repair Authorization
December 8, 2025
David Wilson
321 Birch Street
Chicago, IL 60601
Phone: (555) 567-8901
Email: davidwilson@email.com
To: City Fleet Management
123 Municipal Plaza
Chicago, IL 60602
Subject: Authorization Request for Third-Party Repair of Fleet Vehicle #CFM-789
Dear Fleet Manager,
As the assigned driver of Fleet Vehicle #CFM-789 (2024 Chevrolet Tahoe), I am requesting authorization for emergency repair at a third-party service center.
While on assignment 50 miles outside city limits yesterday, the vehicle suddenly lost power steering and the power steering warning light illuminated. For safety reasons, I had the vehicle towed to the nearest qualified service center, Johnson’s Auto Repair in Rockford, IL.
Their diagnostic test shows a failed power steering pump that needs immediate replacement. Their quote for repairs is $850, which includes parts and labor. City policy (Section 4.3 of the Fleet Management Handbook) allows for third-party repairs when vehicles break down more than 25 miles from city facilities.
Please send authorization to Johnson’s Auto Repair at service@johnsonsauto.com or fax to (555) 987-7654 so work can begin promptly.
Thank you for your quick action on this matter.
Respectfully,
David Wilson
Employee ID: EMP-456789
7. Request for Repair Due to Manufacturing Defect
January 15, 2026
Lisa Martinez
654 Elm Court
Seattle, WA 98101
Phone: (555) 678-9012
Email: lisamartinez@email.com
To: Customer Assistance Center
Global Motors Corporation
789 Corporate Way
Detroit, MI 48201
Subject: Request for Repair of Known Manufacturing Defect
Dear Customer Assistance Representative,
I own a 2023 Global Motors SUV (VIN: DEF456GHI789012). Recently, my vehicle has been experiencing electrical system failures where the dashboard goes completely dark while driving, creating a dangerous situation.
After research, I found Technical Service Bulletin #2023-45 issued by Global Motors that acknowledges this exact problem in my vehicle model due to a faulty wiring harness. The bulletin states this is a manufacturing defect that should be repaired at no cost to owners.
When I took my vehicle to my local dealership (Seattle Global Motors), they diagnosed the same issue but quoted me $1,500 for repairs, stating my warranty did not cover this specific problem.
Given that Global Motors has officially recognized this as a manufacturing defect through the technical service bulletin, I request that you authorize the repair at no cost to me, regardless of warranty status.
Thank you for addressing this safety concern.
Sincerely,
Lisa Martinez
8. Request for Expedited Repair
February 20, 2026
Thomas Anderson
987 Walnut Drive
Miami, FL 33101
Phone: (555) 789-0123
Email: thomasanderson@email.com
To: Miami Auto Repair Center
321 Service Road
Miami, FL 33102
Subject: Request for Expedited Repair of Work Vehicle
Dear Service Coordinator,
My 2022 Ford Transit van (License Plate: XYZ-9876) is currently at your facility for transmission repairs (Service Order #MAR-5432). This vehicle is essential to my small business operations, as I use it daily for deliveries.
While I understand your current 7-10 day estimate for repairs, each day without this vehicle costs my business approximately $300 in lost revenue and rental fees. I am willing to pay a reasonable expedite fee if you can complete the repairs within the next 48-72 hours.
Would it be possible to prioritize this repair? I would greatly appreciate any accommodation you can make given my circumstances.
Please call me at (555) 789-0123 to discuss options for expediting this service.
Thank you for your consideration.
Best regards,
Thomas Anderson
Owner, Anderson Delivery Services
9. Request for Repair Cost Reimbursement
March 5, 2026
Emily Parker
456 Spruce Avenue
Denver, CO 80201
Phone: (555) 890-1234
Email: emilyparker@email.com
To: Mountain View Auto Dealership
789 Dealer Drive
Denver, CO 80202
Subject: Reimbursement Request for Emergency Repairs During Road Trip
Dear Customer Service Manager,
I purchased a new 2025 Nissan Pathfinder from your dealership on January 10, 2026 (VIN: JKL789MNO123456). Only eight weeks later, while on a road trip 300 miles from Denver, the vehicle’s alternator failed completely.
As this happened during the weekend in a small town, your dealership was closed, and the vehicle needed immediate repair to be safely drivable. I had the car repaired at Smith’s Auto in Grand Junction, CO, at a cost of $780 (receipt attached).
Since this major component failed on a nearly new vehicle still under warranty, I am requesting full reimbursement for this repair. The Nissan warranty documentation states that emergency repairs can be performed by other certified mechanics when the selling dealer is not accessible, with reimbursement available.
Please process this reimbursement at your earliest convenience. I can provide any additional documentation you might need.
Thank you for your assistance in this matter.
Sincerely,
Emily Parker
10. Fleet Maintenance Request
April 12, 2026
James Wilson
Fleet Operations Manager
ABC Delivery Services
123 Logistics Parkway
Phoenix, AZ 85001
Phone: (555) 901-2345
Email: jwilson@abcdelivery.com
To: Desert Sun Commercial Auto Service
456 Industrial Boulevard
Phoenix, AZ 85002
Subject: Scheduled Maintenance Request for Delivery Fleet
Dear Service Manager,
As the Fleet Operations Manager for ABC Delivery Services, I am writing to schedule maintenance for our delivery fleet of 12 vehicles. As per our previous service agreement (#DSC-2026-001), we would like to arrange the following:
- Full preventive maintenance on 8 Ford Transit vans (oil change, filter replacement, brake inspection, tire rotation)
- Major service (60,000-mile maintenance) on 3 Chevrolet Express vans
- Transmission fluid change and cooling system flush on 1 Mercedes Sprinter
We would like this work to be completed during the last week of April, with 3-4 vehicles serviced each day to maintain our delivery operations. Please provide a schedule that would accommodate this request.
As discussed in our annual contract, please apply our 15% fleet discount to all services performed.
Thank you for your continued excellent service to our company.
Regards,
James Wilson
Fleet Operations Manager
ABC Delivery Services
11. Request for Repair Under Extended Warranty
May 18, 2026
Patricia Lopez
789 Aspen Circle
Las Vegas, NV 89101
Phone: (555) 012-3456
Email: patricialopez@email.com
To: Extended Protection Customer Service
Premium Vehicle Protection Plan
456 Coverage Avenue
Columbus, OH 43201
Subject: Claim Request for Air Conditioning Repair Under Extended Warranty
Dear Claims Department,
I am writing to submit a claim under my Premium Vehicle Protection Plan (Policy #PVPP-123456) for my 2021 Hyundai Sonata (VIN: PQR123STU456789).
The vehicle’s air conditioning system has completely failed. Given the current temperatures in Las Vegas exceeding 110°F, this repair is urgent. The local Hyundai dealership has diagnosed the issue as a failed compressor and leaking evaporator, with a repair estimate of $1,850.
According to my policy documents, my Premium plan covers all air conditioning components. I have had the vehicle inspected by Desert Valley Hyundai, an authorized service provider under my plan (their service center code is DV-5432).
Please process this claim promptly so repairs can begin. The dealership is waiting for your authorization before ordering parts.
I have attached:
- The diagnostic report from the dealership
- Their detailed repair estimate
- A copy of my Extended Warranty card
Thank you for your prompt attention to this matter.
Sincerely,
Patricia Lopez
12. Request for Repair After Accident
June 22, 2026
William Baker
321 Redwood Lane
Boston, MA 02101
Phone: (555) 123-4567
Email: williambaker@email.com
To: Boston Body Works
789 Collision Avenue
Boston, MA 02102
Subject: Vehicle Repair Request Following Rear-End Collision
Dear Service Manager,
My 2023 Mazda CX-5 (VIN: VWX456YZA789012) was recently involved in a rear-end collision where another driver hit my parked vehicle. The accident occurred on June 18, 2026, and a police report was filed (Report #BPD-2026-7890).
The damage includes:
- Crushed rear bumper
- Damaged tailgate
- Broken rear lights
- Possible frame damage
- Alignment issues (car pulls to the right after impact)
The at-fault driver’s insurance company, Reliable Insurance Group, has accepted liability and provided claim #RI-987654. Their claims adjuster, Ms. Johnson, can be reached at (555) 987-6543.
I would like to schedule an appointment for a complete assessment and repair estimate. Once the estimate is ready, please send it directly to the insurance company, with a copy to me.
Thank you for your professional service.
Best regards,
William Baker
13. Request for Explanation of Repair Charges
July 8, 2026
Susan Thompson
654 Sycamore Street
Atlanta, GA 30301
Phone: (555) 234-5678
Email: susanthompson@email.com
To: Peachtree Auto Repair
987 Mechanic Street
Atlanta, GA 30302
Subject: Request for Detailed Explanation of Repair Charges
Dear Accounting Department,
I recently had my 2022 Volkswagen Jetta serviced at your facility on July 3, 2026 (Invoice #PAR-34567). Upon reviewing the bill, I noticed several charges that I do not understand or that seem unusually high.
Specifically, I am seeking clarification on:
- “System recalibration” – $350 (What systems were recalibrated and why was this necessary?)
- “Environmental disposal fee” – $95 (This seems excessive for an oil change)
- “Computer diagnostic” – $175 (This was not mentioned when I authorized the work)
The total bill came to $1,230, which is significantly higher than the verbal estimate of “approximately $800” that I was given before repairs began.
Please provide a detailed breakdown of these charges with justification for each. If there were additional issues discovered during the repair process, I would like to understand why I was not contacted for authorization before the work was performed.
I look forward to your response.
Thank you,
Susan Thompson
14. Request to Repair Manufacturing Recall
August 14, 2026
Kevin Mitchell
789 Oakwood Drive
Houston, TX 77001
Phone: (555) 345-6789
Email: kevinmitchell@email.com
To: Service Department
Houston Auto Group
456 Dealership Road
Houston, TX 77002
Subject: Request to Complete Safety Recall Repairs #SRC2026-045
Dear Service Manager,
I recently received Safety Recall Notice #SRC2026-045 for my 2024 Kia Sportage (VIN: BCD123EFG456789) regarding a potential fuel line leak that could lead to a fire hazard.
The recall notice states that all authorized Kia dealerships will perform the necessary repairs at no charge to vehicle owners. I would like to schedule an appointment to have this safety recall addressed as soon as possible.
My schedule is flexible on Mondays and Wednesdays. Please let me know what dates and times are available in the next two weeks.
The recall notice mentioned that the repair should take approximately three hours. If possible, I would appreciate a loaner vehicle during this time, as I need transportation for work.
Thank you for your assistance with this important safety matter.
Sincerely,
Kevin Mitchell
15. Request for Repair Quote
September 25, 2026
Amanda Lee
123 Cherry Lane
San Francisco, CA 94101
Phone: (555) 456-7890
Email: amandalee@email.com
To: Bay Area European Auto Specialists
789 Precision Drive
San Francisco, CA 94102
Subject: Request for Detailed Repair Quote – 2021 BMW 530i
Dear Service Team,
I am writing to request a detailed quote for several repairs needed on my 2021 BMW 530i (VIN: HIJ789KLM123456). The vehicle currently has 45,000 miles and is out of the manufacturer’s warranty period.
Based on the warning messages on the dashboard and issues I have noticed, the following services appear to be needed:
- Replacement of brake pads and possibly rotors (brake warning light is on)
- Check and repair of the adaptive suspension system (getting “Suspension Fault” warning)
- Diagnosis and repair of an intermittent electrical issue affecting the infotainment system
- Regular maintenance service (oil change, filters, etc.) as the maintenance indicator shows service is due
Before proceeding with repairs, I would like to receive a detailed quote breaking down the cost of parts and labor for each item. I understand that some issues might require diagnostic testing first, and I am willing to pay a reasonable diagnostic fee.
Please contact me by email or phone to schedule a time when I can bring the vehicle in for assessment.
Thank you for your professional assistance.
Best regards,
Amanda Lee
Wrap-up: Sample Request Letters for Repairs
Writing a clear request letter for vehicle repairs helps you get the service you need. The key points to include are your vehicle details, a clear description of the problem, what you want done, and when you need it fixed. A good letter creates a record of your request and shows you take the matter seriously.
Use these sample letters as starting points and change them to fit your situation. Make sure to keep copies of all letters you send about car repairs, along with any responses you receive. This paperwork can help if you need to follow up later or have any disputes about the work.