How it works

The five steps of a SERMI record

Each job follows the same guided report. The screenshots below are the live form, filled with a sample key programming job for a Volkswagen Golf.

Step 01Vehicle
Step 02Keeper
Step 03Customer ID
Step 04Repair
Step 05Sign & submit

Verify the vehicle

Photograph or upload the V5C, look up the UK registration, then type or scan the VIN until it matches the vehicle data record.

V5C OCR fills make, model, issue date and keeper for review
Registration lookup confirms the vehicle against UK data
The VIN on the car must match before you can continue

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Step 1 of 5

Vehicle verification

Look up the UK registration, then enter or photograph the VIN so it can be matched to vehicle data.

Read details from the V5C logbook

Photo / upload V5CRead V5C · Volkswagen Golf

Registration number Required by SERMI

Look up

Loaded Volkswagen Golf from UK vehicle data

Make Required by SERMIModel Required by SERMIRecorded mileage Required by SERMIV5 date of issue Required by SERMI

VIN from the vehicle Required by SERMI

VIN

Take VIN photoVIN matched

I confirm the VIN on the vehicle is legible and matches the V5. Required by SERMI

Step 1 — Vehicle verification for AB12 CDE, a Volkswagen Golf.

Identify the registered keeper

Capture the name and address shown on the V5. If there is no logbook, record the substitute evidence.

Keeper details pulled from the V5C scan, then checked by eye
Fleet, lease or rental evidence when a V5 is not presented

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Step 2 of 5

Registered keeper

Capture the keeper details shown on the V5.

First name Required by SERMISurname or business name Required by SERMIRegistered address Required by SERMI

14 Riverside Close
Bristol
BS1 4AA

If no V5, substitute evidence Required by SERMI

Step 2 — Registered keeper details taken from the V5C.

Check who is presenting the vehicle

Record the customer in front of you and the identity document you inspected — driving licence, passport or another accepted card.

Name and ID type and number for the person at the counter
Fleet company contact fields appear when the presenter is not the keeper

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Step 3 of 5

Customer identity

Record the person presenting the vehicle and the ID checked.

First name Required by SERMISurname Required by SERMIID type Required by SERMIID / membership number Required by SERMI

Customer ID document Required by SERMIPhotograph or upload the ID you checked. Stored as evidence automatically.

ID · licence-jamie-singh.jpg

Fleet and rental fields appear here when the presenter is not the registered keeper.

Step 3 — The person presenting the vehicle and the ID that was checked.

Record authority and the repair

State how the customer is authorised to request the work, why security-related access is needed, and attach the evidence.

Registered keeper, letter of empowerment, or fleet authority
Reason for repair in plain language
Never store manufacturer passwords, certificate PINs or dealer credentials

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Step 4 of 5

Authority and repair order

Explain why security-related access is needed and how authority was established.

Authority to request work Required by SERMIAuthority details Required by SERMIReason for repair Required by SERMI

Replacement key programming after all keys lost. Immobiliser reset and new transponder coded to the vehicle.

Engineer notes

Do not enter manufacturer passwords, security PINs or credentials.

Evidence files Required by SERMIV5C and ID from earlier steps are added automatically

V5C · AB12CDE-v5c.pdfID · licence-jamie-singh.jpgVIN photo · vin-plate.jpg

Step 4 — Authority, the reason for security-related work, and supporting evidence.

Sign, submit and retain

The customer signs the repair order. Submission locks the report and sets its five-year retention date. Owners can search workshop records and download a consistent audit PDF.

Submitted records cannot be silently edited
A correction voids the original with a reason and starts a new report

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Step 5 of 5

Customer signature Required by SERMI

The owner and/or person presenting the vehicle must sign the repair order.

Clear signature

Submitted records are locked for audit integrity. Corrections require voiding this record and creating a replacement.

Step 5 — The customer signs, then the record is submitted and locked.

Ready to record the next job this way?

Create a workshop workspace or a solo engineer account.

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