How to Share Insurance Repair Estimates with Another Auto Shop

Why Pass Estimates to a Different Shop?

Customers sometimes prefer a shop that can handle parts, labor, or specialty work the first shop cannot. Sharing a detailed estimate lets the receiving shop assess the job quickly, negotiate parts, and schedule repairs without starting from scratch. It also keeps the customer informed and maintains a professional image for both businesses.

Gather the Complete Estimate

Before forwarding, confirm the estimate includes:

• Vehicle details: make, model, VIN, mileage.
• Damage description and photos.
• Parts list with part numbers and suppliers.
• Labor hours and rate.
• Estimated total cost and payment terms.

All items should be in a clean, printable format—PDF or a shared Google Doc works best.

Legal and Confidentiality Checks

Insurance companies often require that estimates remain confidential until approved. Verify that the original estimate does not contain any red‑acted or proprietary information that cannot be shared. If unsure, ask the insurer for permission or request a blank template from the policyholder.

Choose the Right Transfer Method

Depending on the shops' systems:

• PDF via email: Attach the estimate and a brief note outlining the request.
• Shared cloud folder: Place the file in a folder with controlled access.
• Direct upload to a repair‑management platform if both shops use the same software.

Always include a brief cover letter stating the purpose and any deadlines.

Confirm Receipt and Next Steps

Ask the receiving shop to:

• Acknowledge receipt within 24 hours.
• Provide a preliminary review or acceptance of the estimate.
• Notify you if additional information or parts are needed.

Keep a record of all communications for reference and potential dispute resolution.

Maintain Customer Trust

Inform the customer that you are forwarding their estimate to a partner shop for specialized work. Provide the shop's contact details and expected turnaround time. Transparency reduces confusion and keeps the customer's confidence high.

Best Practices Summary

• Use clear, complete estimates.
• Check legal constraints before sharing.
• Choose secure transfer methods.
• Track acknowledgment and follow‑up.
• Communicate transparently with the customer.