How to document oil changes

[ARB1977]

On a brand new vehicle if I’m doing it myself? Picking up my 24 Tundra today and plan on service it myself like the bitog I am. I plan on using factory filters. What’s the best way to document it for warranty reasons if something came up….like engine blowing since the recall is for 22-23 Tundras. Should I keep store bought recipes and date it the day it was done? Thanks.

Normally I just do it and not document anything.

 

[JavierH19]

Do you get emails about your truck's diagnostics and things. I get monthly diagnostic emails on my cadillac which includes an oil life history and i can see how it trends and I'm not paying for it but I'm fairly certain dealers will just use that to see what I've been doing. I think if you buy just the oil and filter and take a pic of the physical receipt and keep them as well they couldn't ever deny you.

 

[2009Caraman]

Pic of odo with receipt in frame. Receipt showing oil and filter or just buy from dealer so they have purchase record.

Maybe wouldnt hurt to get the outlying oil change done at the dealer(with you doing 5000miles at home). Normally I wouldnt personally but with this recall to me it would be the price for assured CS in the future.

 

[racer12306]

I have two methods...

1. I keep a notebook in my truck. In it I record, fill ups (and all the details), maintenance and special numbers to know, VIN, fluids, etc, etc. Started at the from page is the fill ups, starting from the back page is maintenance and then some reasonable amount of space from the back is the misc stuff, all separated with paper clips for easy access.

2. I have an excel sheet that someone posted here that I like. This records all the same stuff, but it lets me do analysis like 2024 average fuel economy, etc.

If I were concerned about warranty, I'd take a picture/scan of a material receipt with my phone and store it in a folder on my phone.

 

[marc1]

I keep my receipts. I also have a maintenance record (simple Excel spreadsheet) but that document isn't anything that is an airtight proof if a manufacturer really wanted to push back on a warranty. To be clear, I have never had a warranty issue on a new car that was anywhere near a possible "engine oil" problem so I can't say if my receipts and Excel log would be enough but it is all I am prepared to do and I am fine with that.

 

[RitcheyRch]

https://account.toyota.com

 

[The Critic]

The short answer is that there is nothing you can do to truly prove oil changes were done; you are not a business and they can always find reasons to doubt your recordkeeping.

But I use an Excel spreadsheet and keep receipts, and cross my fingers.

 

[Reloader59]

Documentation and receipts is more than enough. No need to get worked up over proof. If the manufacturer wants to check in more detail, they can do an oil analysis.

 

[KJSmith]

I keep receipts.
Normally I copy the receipt onto a full-size sheet of paper, then write the date and what I did.
I copy the receipts because some of them will fade on you.

I lemon lawed a truck once.
When I walked in, they saw my file and waived reading of maintenance records.

I also used UOA from Blackstone to get a large increase in an insurance pay out.

 

[gfh77665]

All good practice, but the reality is the burden is on them to prove an issue was caused by neglect. The quick pic with a reciept next to the odo is a great idea. Email the pic to yourself and keep it in a digital folder.

 

[Malo83]

I just write the date and mileage on the filter.
On the back of your owners manual you will find blank notes pages where you can enter your info.

 

[edyvw]

On a brand new vehicle if I’m doing it myself? Picking up my 24 Tundra today and plan on service it myself like the bitog I am. I plan on using factory filters. What’s the best way to document it for warranty reasons if something came up….like engine blowing since the recall is for 22-23 Tundras. Should I keep store bought recipes and date it the day it was done? Thanks.

Normally I just do it and not document anything.

Swallow your pride and let them do it, considering the issues going on. If Toyota ends up replacing engines (which is a probable scenario), it will cost them an arm and leg, and they will nickel and dime everyone.

 

[The Critic]

All good practice, but the reality is the burden is on them to prove an issue was caused by neglect.

Legally, yes. But most people will not have the resources to fight it.

 

[gfh77665]

And? Are you saying don't document? There are class action suits, too.

I think documenting is a universaly good practice. In a dispute, just having excellent documentation on hand helps persuade them to work with you instead of deny and fight you. It makes a good threat IMO.

 

[Marcozi]

Excel spreadsheet and receipts.

 

[Cujet]

Thinking aloud here, with Toyota's recent Tundra engine bearing problems, it is probably a very good idea to be extra diligent with your oil changes records, and pictures. Always make an "album" on your phone for such.

 

[Bottom_Feeder]

I have a simple text document that I have dates, mileage and products used for all maintenance. It probably isn't 'official' enough but it's detailed and clear.

I have also been entering this info into Honda's Owners website, but the guy at the dealership says they have no way to access that and it's strictly for my own personal records so I've been kinda lazy about doing it recently.

 

[volk06]

Don't you get 2 years/25K worth of free oil changes? With the 3.4L popping like popcorn....

We just picked up a new rav4H and we get free oil changes every 5K until 25k. I'm trying really hard to not dump the first oil change before 5K. I'm really itching to do an oci at 2K and then the dealer 5K oci will have 3k on it.]

Anyway, I use the Carfax app to track my dyi maintenance and upload a picture of the oil and filter (or other parts) used, the odometer, and receipt if I have one.

 

[The Critic]

Don't you get 2 years/25K worth of free oil changes? With the 3.4L popping like popcorn....

We just picked up a new rav4H and we get free oil changes every 5K until 25k. I'm trying really hard to not dump the first oil change before 5K. I'm really itching to do an oci at 2K and then the dealer 5K oci will have 3k on it.]

Anyway, I use the Carfax app to track my dyi maintenance and upload a picture of the oil and filter (or other parts) used and receipt if I have one.

You get two oil changes. Toyota requires a maintenance visit every 5K, but oil changes are every 10K.

 

[volk06]

You get two oil changes. Toyota requires a maintenance visit every 5K, but oil changes are every 10K.

Interesting, our dealer does free oil changes at 5K intervals until 25k/2yrs. That's even what the sticker they have in the car says. I'll have to look at it more closely now to make sure I'm not wrong....