Checklist template

Quick lube and oil change bay operations

A ready-to-use checklist with 117 items in 6 sections, covering Greeting, Service procedure, Double checks, Upsell standards, Bay cleanliness, Close-out. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 117 Items
  • 99 Yes / No checks
  • 6 Scored ratings
  • 129 Points

Use this template How audits work

1. Greeting 18 items

  1. The driver is acknowledged within 30 seconds of pulling up to the bay door Yes / No 1 pt
  2. An employee guides the vehicle into the bay with hand signals Yes / No 1 pt
  3. The employee guiding the vehicle stands to the side, never in front of the vehicle or between it and the pit Yes / No 1 pt
  4. The engine is off and the parking brake is set before anyone opens the hood or works below Yes / No 1 pt
  5. The customer is told whether to stay in the vehicle or use the waiting room, per company policy Yes / No 1 pt
  6. The mileage is read from the odometer and entered in the point-of-sale system Yes / No 1 pt
  7. The license plate or VIN is scanned to bring up the vehicle and its service history Yes / No 1 pt
  8. Oil grade and capacity come from the manufacturer specification lookup, not from the old sticker or the customer Yes / No 1 pt
  9. The customer is shown the oil choices (conventional, synthetic blend, full synthetic) with their menu prices Yes / No 1 pt
  10. When the manufacturer requires a specific oil standard, the customer is told before choosing Yes / No 1 pt
  11. The customer approves the service and the price before the drain plug is loosened Yes / No 1 pt
  12. The customer is asked about leaks, warning lights or noises noticed since the last visit Yes / No 1 pt
  13. Coupons and fleet accounts are asked for at the start, not at payment Yes / No 1 pt
  14. A wait time is quoted when more than two vehicles are in line Yes / No 1 pt
  15. A seat cover and a floor mat are used whenever an employee sits in the vehicle Yes / No 1 pt
  16. Vehicles in line at the time of the visit Number
  17. Minutes from pulling up to entering the bay for the vehicle observed Number
  18. Start of service on the vehicles observed Rating
    • Guided in, mileage read, price approved first 5 pts
    • One of these steps missed 3 pts
    • Work started without approval or lookup 1 pt

2. Service procedure 22 items

  1. The upper-bay technician calls out the oil grade and quantity and the lower-bay technician repeats it Yes / No 1 pt
  2. The hood prop or struts are confirmed to hold before anyone leans into the engine bay Yes / No 1 pt
  3. The oil fill cap is placed on the hood latch or another set spot where a closed hood cannot hide it Yes / No 1 pt
  4. The lower-bay technician wears safety glasses while draining Yes / No 1 pt
  5. The drain plug gasket is inspected and replaced where the manufacturer calls for a new one Yes / No 1 pt
  6. The drain plug is threaded in by hand before a wrench is used Yes / No 1 pt
  7. The drain plug is tightened to the specified torque with a hand torque wrench Yes / No 1 pt
  8. No impact tool is used on drain plugs Yes / No 1 pt
  9. The old filter gasket is confirmed to have come off with the filter before the new filter goes on Yes / No 1 pt
  10. The new filter gasket is coated with clean oil before installation Yes / No 1 pt
  11. The filter part number is checked against the lookup before installation Yes / No 1 pt
  12. On cartridge filters, the housing O-rings are replaced with those supplied with the new element Yes / No 1 pt
  13. On cartridge filters, the housing cap is tightened to the torque marked on it Yes / No 1 pt
  14. The quantity of oil dispensed, read on the gun meter or counted in bottles, matches the specification Yes / No 1 pt
  15. Skid plates and under-engine covers are refitted with all their fasteners Yes / No 1 pt
  16. Grease fittings are lubricated on vehicles that have them Yes / No 1 pt
  17. Every clip or screw of the air filter housing is refastened after the filter is inspected Yes / No 1 pt
  18. Washer fluid, coolant and power steering fluid levels are checked and topped up as the service package states Yes / No 1 pt
  19. Tire pressures are set to the value on the door placard, not the value on the tire sidewall Yes / No 1 pt
  20. Exterior lights are checked with a second employee or a mirror Yes / No 1 pt
  21. Pit openings not covered by a vehicle are closed with covers or nets Yes / No 1 pt
  22. Technique on the oil changes observed Rating
    • Every step done as trained 5 pts
    • A minor step skipped (hand-threading, gasket check) 3 pts
    • Impact tool used on a drain plug or a major step skipped 1 pt

3. Double checks 20 items

  1. The lower bay calls "plug tight, filter tight" and the upper bay repeats it before any oil is added Yes / No 1 pt
  2. A second employee puts a hand or a wrench on the drain plug and the filter of every vehicle Yes / No 1 pt
  3. The engine is run and the lower bay checks the plug and the filter for leaks while it runs Yes / No 1 pt
  4. The technician confirms the oil pressure light goes out after start-up Yes / No 1 pt
  5. The dipstick is read after the engine has run and been switched off Yes / No 1 pt
  6. The dipstick reading is shown to the customer Yes / No 1 pt
  7. The oil fill cap is installed and confirmed by a call-out Yes / No 1 pt
  8. The dipstick is pushed fully home before the hood is closed Yes / No 1 pt
  9. Any other cap opened during the service (coolant, washer, transmission) is confirmed closed by a call-out Yes / No 1 pt
  10. Transmission or differential plugs touched during the service are checked by a second employee Yes / No 1 pt
  11. The engine bay is checked for tools, rags and funnels before the hood is closed Yes / No 1 pt
  12. The hood is confirmed latched by pulling up on it Yes / No 1 pt
  13. The oil life monitor or maintenance reminder is reset Yes / No 1 pt
  14. The tire pressure warning light is off before the vehicle leaves the bay Yes / No 1 pt
  15. The reminder sticker shows the next mileage, the date and the oil grade used Yes / No 1 pt
  16. The service checklist carries the initials of both the upper-bay and lower-bay technician Yes / No 1 pt
  17. New employees have each oil change signed off by a lead until their certification is recorded Yes / No 1 pt
  18. Oil changes watched from start to finish during the visit Number
  19. Oil changes watched in which every call-out was made and repeated Number
  20. Use of call-outs and second checks Rating
    • Every call-out made and repeated on every vehicle 5 pts
    • Call-outs made, not always repeated 3 pts
    • Call-outs dropped when busy 1 pt

4. Upsell standards 19 items

  1. Recommendations shown in the point-of-sale system follow the manufacturer's schedule for the mileage entered Yes / No 1 pt
  2. Service history is checked so that a service done within its interval is not offered again Yes / No 1 pt
  3. The customer is shown the actual part (air filter, cabin filter, wiper blade) before it is recommended Yes / No 1 pt
  4. Fluid services are recommended on mileage or a test strip result, not on color alone Yes / No 1 pt
  5. The price of an added service is stated before the service is performed Yes / No 1 pt
  6. A customer's "no" is accepted without a second or third attempt Yes / No 1 pt
  7. Employees do not describe a declined maintenance service as a safety risk Yes / No 1 pt
  8. Safety defects found (leaking brake line, cord showing on a tire, torn axle boot) are shown to the customer Yes / No 1 pt
  9. Safety defects found are written on the invoice Yes / No 1 pt
  10. Declined services are printed on the invoice Yes / No 1 pt
  11. None of the last 10 invoices sampled shows an added service without a recorded approval Yes / No 1 pt
  12. Added services are performed only by employees with the training record for that service Yes / No 1 pt
  13. The transmission fluid, coolant or gear oil used is the type specified for the vehicle in the lookup Yes / No 1 pt
  14. Wiper blades, bulbs and filters installed match the fitment guide Yes / No 1 pt
  15. Replaced filters and blades are shown or offered to the customer after the work Yes / No 1 pt
  16. Fluid charts and service menus used with customers are the current company versions Yes / No 1 pt
  17. Average invoice last week (dollars) Number
  18. Added services sold per 100 vehicles last week Number
  19. How recommendations were made to the customers observed Rating
    • Based on schedule and evidence, no pressure 5 pts
    • Based on schedule, little shown to the customer 3 pts
    • Pushed without evidence or after a refusal 1 pt

5. Bay cleanliness 19 items

  1. The upper bay floor is free of oil and coolant Yes / No 1 pt
  2. Spills are covered with absorbent and swept up before the next vehicle enters Yes / No 1 pt
  3. Each bay has absorbent, a broom and a spill kit within reach Yes / No 1 pt
  4. The pit floor and the pit stairs are free of oil Yes / No 1 pt
  5. Stair treads and handrails to the lower bay are intact Yes / No 1 pt
  6. Lighting in the lower bay works at every position Yes / No 1 pt
  7. Drain pans and funnels empty into the used oil tank and are not left full Yes / No 1 pt
  8. The used oil tank level is below its full mark Yes / No 1 pt
  9. Used filters go straight from the pit to the filter drain rack and are not left on the pit floor Yes / No 1 pt
  10. Each oil gun or reel is labeled with its grade Yes / No 1 pt
  11. Reels, hoses and guns show no drips Yes / No 1 pt
  12. Filters are shelved by part number with shelf labels Yes / No 1 pt
  13. Hand tools are returned to the tool board or cart between vehicles Yes / No 1 pt
  14. Fender covers in use are clean on the side that touches the paint Yes / No 1 pt
  15. Windows between the waiting room and the bays are clean Yes / No 1 pt
  16. Waiting room seating is clean and undamaged Yes / No 1 pt
  17. No empty boxes or cardboard are piled in the bays Yes / No 1 pt
  18. Date of the last used oil pickup Date
  19. Condition of the bays and the pit Rating
    • Clean, dry and organized 5 pts
    • Clean with some drips or clutter 3 pts
    • Oil on floors or stairs 1 pt

6. Close-out 19 items

  1. The invoice lists the oil brand, grade and quantity and the filter part number Yes / No 1 pt
  2. The customer is told what was checked and what was topped up Yes / No 1 pt
  3. The invoice is reviewed with the customer before payment Yes / No 1 pt
  4. The free top-up or service guarantee is explained Yes / No 1 pt
  5. A receipt is handed over or sent by email Yes / No 1 pt
  6. An employee guides the vehicle out of the bay Yes / No 1 pt
  7. The vehicle record is saved with the mileage and the services performed Yes / No 1 pt
  8. Bulk oil meter readings are reconciled with the quantities invoiced at the end of each day Yes / No 1 pt
  9. Filter stock is counted on the company schedule and differences are explained Yes / No 1 pt
  10. Voided and discounted tickets carry the manager's approval Yes / No 1 pt
  11. Leak, stripped plug and wrong-fluid claims are logged with the invoice number and the technicians' names Yes / No 1 pt
  12. Each claim is reviewed with the technicians who worked on the vehicle Yes / No 1 pt
  13. Yesterday's vehicle count and average bay time are posted for the crew Yes / No 1 pt
  14. Vehicles serviced yesterday Number
  15. Average bay time per vehicle yesterday (minutes) Number
  16. Damage claims opened in the last 90 days Number
  17. Name of the shop manager Short text
  18. Overall bay procedure on the vehicles observed Rating
    • Every step and call-out on every vehicle 5 pts
    • Steps or call-outs dropped when the line was long 3 pts
    • Steps skipped on most vehicles 1 pt
  19. Corrective actions required in the bays Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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