Auto Repair Shop Employee Handbook Template

Running an auto repair shop means managing complex equipment, hazardous materials, and customer vehicles worth thousands of dollars. An auto repair shop employee handbook helps you document safety procedures, shop policies, and the guidelines that protect your technicians, customers, and business.

This guide covers everything you need to include in an auto repair-specific handbook, plus a free template to get you started.

Why auto repair shops need a specialized handbook

Generic employee handbooks don't address the unique hazards and liability concerns of automotive repair. Your shop has specific needs that standard templates miss:

• Shop safety — Lifts, jacks, power tools, and heavy equipment
• Hazardous materials — Used oil, coolant, brake fluid, refrigerants, batteries
• Customer vehicles — Liability for damage, theft, personal items
• EPA compliance — Proper disposal of automotive waste
• Flat rate pay — Complex compensation structures unique to the industry
• Certifications — ASE and manufacturer training requirements

An auto repair-specific handbook addresses all of these while helping you avoid workplace injuries, environmental violations, and customer disputes.

Download the template

Get started with our free employee handbook template. It includes all the standard sections, which you can customize with auto repair-specific policies.

This is our general template. Add the auto repair-specific sections outlined below to make it complete for your shop. Need help? See our step-by-step handbook guide. Also check out our HVAC handbook template for additional service industry policies.

Key sections for auto repair handbooks

Beyond standard handbook content, auto repair shops need these specialized sections:

Shop safety procedures

Auto repair shops have numerous hazards. Your handbook must document safe work procedures:

Lift and jack safety

• Verify lift capacity before raising any vehicle
• Position lift arms on manufacturer-specified lift points only
• Visually inspect lift for damage or leaks before each use
• Never work under a vehicle supported only by a jack — use jack stands
• Keep lift area clear of tools, parts, and debris
• Lock lift in position before working underneath vehicle

General shop safety

• Safety glasses required at all times in shop area
• No loose clothing, jewelry, or long hair near rotating equipment
• Keep work areas clean and free of oil spills
• Use proper ventilation when running engines indoors
• Know location of fire extinguishers, first aid kit, and emergency exits
• Report all injuries immediately, no matter how minor

Power tool safety

• Inspect tools before use — do not use damaged equipment
• Use correct tool for each job
• Disconnect air or power before changing attachments
• Secure workpiece before drilling or grinding
• Never defeat safety guards or interlocks

Hazardous materials handling

Auto shops handle numerous hazardous materials. Proper handling protects employees and ensures EPA compliance:

Used oil and fluids

• Drain used oil into approved containers only
• Never mix used oil with other fluids (coolant, solvents, etc.)
• Keep containers closed when not actively draining
• Label all containers clearly
• Schedule regular pickup by licensed waste hauler
• Maintain disposal records for minimum three years

Battery handling

• Wear safety glasses and acid-resistant gloves
• Remove negative cable first, reinstall last
• Never place tools on battery — risk of short circuit
• Store used batteries upright in acid-resistant container
• Neutralize acid spills with baking soda before cleanup

Refrigerant (R-134a, R-1234yf)

• Only EPA Section 608/609 certified technicians may handle refrigerants
• Recover all refrigerant before opening A/C system
• Never vent refrigerant to atmosphere — federal violation
• Document all refrigerant recovery and recycling
• Maintain recovery equipment certifications

Customer vehicle policies

Your shop is responsible for customer vehicles while in your care. Clear policies prevent disputes and liability issues:

Key security

• Keys stored in locked cabinet when vehicle not being worked on
• Sign-out system for key removal
• Never leave keys in ignition of unattended vehicle
• Spare/valet keys returned with vehicle

Test drives

• Test drives authorized only by [service manager/owner]
• Only employees with valid license and clean driving record may test drive
• Use designated test route when possible
• No passengers during test drives
• Document odometer reading before and after
• Report any incidents immediately

Personal items and damage

• Shop not responsible for personal items left in vehicle
• Document condition of vehicle at intake (photos recommended)
• Note any existing damage on work order
• Report any damage that occurs during service immediately
• Use fender covers and seat protectors

Template vs. digital handbook

Technicians are hands-on and may need quick access to procedures or policies while working in the shop:

Frequently asked questions

What should be in an auto repair shop employee handbook?

An auto repair handbook should include shop safety procedures, hazardous materials handling (oils, fluids, batteries), lift and jack safety, customer vehicle policies, tool usage and accountability, EPA compliance for waste disposal, test drive procedures, and warranty work guidelines.

What safety training do auto mechanics need?

Auto mechanics need training on lift and jack safety, hazardous materials handling, battery safety, proper PPE usage, fire prevention, lockout/tagout procedures for equipment, and emergency response. OSHA requires documentation of all safety training.

How should auto shops handle customer vehicle policies?

Customer vehicle policies should cover authorization for repairs, test drive procedures and who is authorized, liability for personal items left in vehicles, key security, vehicle storage limits, and communication protocols for additional repairs discovered during service.

What certifications do auto technicians need?

While ASE (Automotive Service Excellence) certification isn't legally required, many shops require it. EPA Section 608/609 certification is required for anyone handling refrigerants. Some manufacturers require specific training for warranty work. Document certification requirements clearly in your handbook.

How do I get technicians to acknowledge the handbook?

Have each employee sign an acknowledgement form confirming they've received and read the handbook. This is especially important for safety policies — you need documentation that employees were trained on proper procedures.