I remember very well we had a Car Pro Show caller who had a serious problem with a Kia. He purchased it pre-owned, but it was factory-certified so had warranty up to 100,000 miles. At about 42,000 miles, the engine seized and stopped running. The dealership tore into the engine and found it completely sludged up. When the dealer called the factory for authorization to repair the engine, it was denied. The listener swore he did the oil changes the way he was supposed to have, but could not prove it.
Automakers will deny coverage of any repair if it appears neglect or abuse are factors. The owner of the car must prove he or she performed all the prescribed services. If that cannot be proven, the warranty claim can be denied, and likely will be denied.
Step one is to know what you are required to do.
Generally, the information is in the owner’s manual or maintenance guide in the glove box. When buying a used vehicle, sometimes that information is missing. If it is, contact a dealer to help you get the information. Check online too, some automakers put the required maintenance information on their website. Keep a log of everything you do to your car. Not only will this make you more diligent about maintenance, it can help you make a case that a repair is justified.
Next, choose electronic or manual logs.
I prefer electronic because it is easier to read and most likely will not get lost or destroyed. No matter what your system, the most important thing is to record all the information. Dates and mileage are critical, and you must have receipts to back up the information.
If you use the same repair facility, they generally keep excellent records on what you have done in their computer system and can easily print your completed repair orders for you.
You may be required to change your air filter at certain intervals, so be aware of all the things required, and set yourself reminders.
Do-It-Yourselfers
If you do your own maintenance, the same rules apply and it is a good idea to snap some pictures, just as another backup. You can’t protect yourself enough when comes to a $10,000 engine replacement.
History tells us that engine sludge is generally caused by a lack of oil changes or improper oil. Automakers know this too, and that is the first thing they look for when there is a catastrophic failure, especially in a low mileage vehicle. They don’t really want to turn down a claim, they know it will most likely cost them a customer. On the other hand, they don’t want to pay a dealer to replace an engine because the owner did not do what was required.
Keep records like you are going to have to present the evidence in court, you may well have to.
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