PDF for car dealerships: documents for sales, service and warranty

2 min read·25 July 2026

A car dealership or garage works daily with complex documents: sales contracts, part-exchange overviews, MOT reports, warranty certificates and repair orders. PDF is the format that makes all those documents manageable, archivable and legally valid.

Sales contract as PDF

A vehicle sales contract contains all essential details: VIN number, make, model, year, mileage, sale price, part-exchange value and payment terms. Create as a PDF form with fillable fields. Buyer and seller sign digitally. Flatten and retain a copy for both parties.

Inspection report on part-exchange

When buying a used vehicle, document the condition: damage, tyre depth, MOT expiry and mileage. Create a PDF inspection report with fillable fields and photos (convert JPG photos to PDF and merge with the report). Customer signs to confirm agreement with the condition.

Fill PDF form

Try for free — no account needed

Try it now →

Warranty certificates

Warranty certificates are legally binding documents. Specify the warranty period, covered components and exclusions. Create as a PDF with digital signature. Flatten and email to the customer. Retain internally in the customer file.

Repair orders and job cards

A job card describes the work carried out, parts used and labour costs. Create a PDF template with fillable fields. After the repair is complete, flatten and email to the customer together with the invoice.

Vehicle history file

Keep a digital file per vehicle: purchase invoice, service history, MOT certificates, repair orders and sales contract. Merge all documents into one chronological PDF file. Valuable notes for the next owner and for your own warranty handling.