Hiring a Restorer

by Robert Pontiff

Most restoration shops will provide free, written, repair estimates. The estimate form generally has boiler plate statements (fine print) meant to protect the shop. Typical boiler plate statements try to limit a shop's liability with statements such as "...not liable for damage or loss......". The boiler-plate may negate the estimate's validity with statements like "... repair of hidden defects may increase cost......". Do not be afraid to add your requirements to the estimate as it is turned into a repair agreement. Protect yourself and your investment.

Restorations may take a long time. Deterioration of items not planned for restoration could occur. Do you expect your car to be stored outside, inside a building, inside a climate-controlled building, protected from moths, worms, rodents and other vermin, etc.? Inspect and approve of the site where the car is to be stored. You should ensure your storage requirements are clearly defined and agreed to in writing.

Determine how and where the shop labels and stores parts as they are removed from your car. It is not unusual for repair shops to misplace your parts during the restoration process

If you contract for body work, who is responsible for maintaining the drive train in proper working order? Gas turns to varnish, batteries go flat, weather changes could impact anti-freeze requirements, oil may leak out; In short, stuff happens. Signed agreements similar to the following could prevent problems:

"The car owner shall be allowed access once a month to drain and replace fuel and fluids and to maintain items not covered in the estimate. The shop shall not attempt to start the car with gas that is older than 30 days."

or

"The restoration shop has the responsibility to maintain items not covered in the estimate to and including the draining and replacement of fuel and fluids. The shop shall not attempt to start the car with gas that is older than 30 days."

Some shops require a down payment and payment plan. The car owner should try to limit pre-payments, after all, the shop will have possession of the car; But shops, especially the small ones, may need up-front cash to obtain parts. Subsequent installment amounts should be based on the amount of work completed per the itemized estimate and not for a set amount at a set period. The goals are to minimize a potential loss should the shop fail to perform and to provide leverage over the shop to assure timely completion of the work.

The car owner should demand a required completion date in writing. It is also advisable to negotiate a penalty clause for failure to meet that date. This penalty may have to be tempered to address hidden damage or parts availability.

Who provides parts and when should be clearly defined. It is prudent to let the shop obtain the parts. As an example, the estimate could allow the shop an option to repair a fender for 16 hours or to obtain a replacement fender for $340.00 plus 3 hours for installation. If $340.00 is the going rate for a fender in "bolt-on" shape, but the replacement fender requires ten hours of repair, who pays? Shouldn't the person responsible for obtaining the part be liable for the cost of repair or for negotiating a reduced price with the seller of the fender? The estimate should specify quality requirements for parts and material. If the car is to be painted, specific quality and/or brand requirements for primer or primers and paint should be listed. The number of coats of paint should also be included in the estimate.

Some shops provide hand-written estimates that are hard to read. The car owner should either ask for or volunteer to have the estimate typed. The estimate should clearly define specific actions such as "straighten left front fender" and not generalities like "restore body part".

If the shop's boiler plate statement has a hidden damage clause, the car owner should be weary and modify it accordingly. Hidden damages such as rust or prior poor repairs are not uncommon in older cars. The shop should not be expected to "eat" repair costs if it was not reasonable to find the damage during the estimate. The car owner should not pay for quotation errors or shop-caused damage. The car owner should require notification of hidden damage before the repair takes place. The owner should inspect and verify that the damage is truly hidden damage and not a result of shop negligence. After the inspection, the car owner should negotiate for the repair. Both parties should agree on the additional cost and on altering the repair timelines if required.

The estimate/work order can be legally binding and the goal is that both parties negotiate in good faith. This pre-supposes that both parties are honest. The car owner's first protection is to research the shop prior to obtaining, negotiating and signing a repair agreement. Go to car shows. If you see a car that you like, ask who performed the restoration and was it completed on-time and on-budget. Join a local car club and take advantage of knowledgeable members. Interview the shop's competition and references. Ask for the shop's award history. Ask if the shop has an established supplier for the parts you will need. If the shop doesn't, be weary, lack of an established supply source could result in delays and higher costs. Verify that the suppliers are also reputable and call them. Do they have the parts required and in the desired condition? What do they know about the repair shop?

It is important to add quality, cost and schedule controls to the estimate or work order to assure a clear understanding and to assure mutual satisfaction. If your car is undergoing restoration, don't be a stranger to the shop. Check on your car often. It is also a good idea to take pictures to document the restoration process.