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A vehicle you repaired three months ago was involved in a rear-end collision. The customer claims the automatic emergency braking system didn't activate. Your records show the forward-facing camera calibration was sublet to a third-party provider, and now you're wondering who's responsible if something actually went wrong with the calibration?
As more shops rely on sublet partners for specialized ADAS calibrations, liability questions are becoming increasingly complex.
The challenge is that your shop's name is on the repair order. Regardless of who actually performed the calibration, your customer relationship—and potentially your legal exposure—remains with your business.
When work leaves your facility and returns completed, you're trusting that partner to uphold the same safety and quality standards your customers expect from you.
This post will explore the liability considerations shops face when subletting ADAS work, how to protect your business through proper vetting and documentation, and what to look for in sublet partnerships to minimize risk.
Understanding where liability falls
When a customer brings their vehicle to your shop, they're entering into a contractual relationship with you, and not with your sublet providers. This fundamental principle shapes how liability typically flows in repair scenarios.
In most cases, the shop that accepts the customer's vehicle and delivers it back bears primary responsibility for ensuring all work meets proper standards. This includes work performed by third parties on your behalf.
While you may have legal recourse against a sublet provider who performed faulty work, your customer's first point of contact for any problems will be your shop.
Courts and insurance companies generally view sublet relationships as an extension of your operation rather than a separate transaction. Your customer didn't choose the calibration provider—you did. That choice, and its consequences, typically rest with your business.
This doesn't mean sublet providers escape all responsibility. Contracts, insurance coverage, and the specific circumstances of each situation all influence how liability is ultimately allocated.
But from a practical standpoint, your shop will likely face the initial claims, complaints, and potential legal action when subletted work fails.
The safety stakes of ADAS calibration failures
ADAS calibration errors aren't like other repair mistakes. A poorly blended paint repair might affect appearance. An improperly calibrated safety system (or a missed calibration entirely) can affect whether a vehicle stops in time to avoid a collision.
When calibrations are performed incorrectly, critical safety features may not function as designed. A misaligned forward-facing camera might not detect obstacles accurately, and an improperly calibrated radar sensor could fail to trigger automatic emergency braking when needed.
These aren't theoretical concerns, mind you. Our research report collected stories from real technicians who shared how badly poorly performed calibrations can go. These are the scenarios that create serious liability exposure and can be extraordinarily dangerous for customers and those on the road around them.
The consequences even extend beyond potential accidents. If a customer's vehicle is involved in an incident where ADAS systems should have intervened but didn't, investigators will examine the vehicle's repair history. Any calibration work, regardless of whether it was performed in-house or subleased,becomes part of that investigation.
Documentation showing exactly what procedures were followed, by whom, and whether they met OEM specifications becomes critical evidence. If that documentation is incomplete, inconsistent, or unavailable because work was performed by a third party with poor record-keeping practices, your shop can face significant liability exposure.
Vetting sublet partners for quality and compliance
Not all sublet providers operate at the same standard. Before entrusting ADAS calibrations to a third party, thorough vetting (and documentation of that vetting!) can help reduce your liability exposure.
Here’s what to look for.
Certification and training verification
Request documentation of technician certifications, training records, and equipment calibration certificates. Partners should be able to demonstrate that their technicians have completed manufacturer-specific training for the vehicles they service.
OEM procedure compliance
Confirm that partners follow current OEM calibration procedures rather than generic or outdated methods. Ask how they stay current with manufacturer updates and position statements, since things do change.
Insurance coverage review
Verify that sublet providers carry adequate liability insurance, including coverage for completed operations. Request certificates of insurance and confirm coverage limits are appropriate for the work being performed.
You can also check your own insurance, looking for gaps in coverage that could leave you at risk.
Documentation practices
Understand what documentation partners provide for completed work. At minimum, you should receive detailed calibration reports showing procedures followed, calibration equipment used, and verification that calibrations were completed successfully.
Quality track record
Ask for references from other shops and inquire about comebacks, complaints, and how quality issues are resolved. A partner's reputation in the industry is a good starting point to indicate the level of risk you're taking on.
Assess calibrations on an ongoing basis
Even once you’ve chosen a sublet partner to work with, it’s important to remember that you have a lot on the line. Regularly running QA checks on vehicles with outsourced calibrations can help ensure that quality remains high and that the work being done aligns with the documentation you’re receiving.
Contractual protections that matter
Written agreements with sublet providers can establish clear expectations and provide some protection when problems arise. While contracts can't eliminate liability entirely, they can define responsibilities and create accountability with the following:
- Scope of work specifications. Clearly define what calibrations the partner is authorized to perform and the standards they must meet. Reference OEM procedures and documentation requirements explicitly.
- Indemnification provisions. Include language requiring the sublet provider to indemnify your shop for claims arising from their negligent work. While enforcement can be complicated, these provisions establish that the partner accepts responsibility for their performance.
- Insurance requirements. Specify minimum insurance coverage the partner must maintain and require notification if coverage lapses or changes. Include your shop as an additional insured on their policy when possible.
- Documentation deliverables. Define exactly what documentation must accompany completed work, including calibration reports, before and after scans, and confirmation that OEM procedures were followed.
- Dispute resolution procedures. Establish how disagreements about work quality or liability will be handled. Clear procedures can prevent minor issues from escalating into major disputes.
Documentation requirements for subletted work
Thorough documentation becomes even more critical when work is performed outside your facility. Your records need to demonstrate not just that calibrations were completed, but that they were completed correctly and by a qualified provider.
Here’s what you need:
- Chain of custody records. Document when vehicles leave your facility, who transported them, and when they returned. Include mileage readings and condition notes at each transfer point.
- Partner work orders. Retain copies of all work orders, invoices, and calibration reports from sublet providers. These documents should reference specific OEM procedures and include technician identification.
- Verification procedures. Document your process for verifying subletted work before returning vehicles to customers. This might include reviewing calibration reports, performing functional checks, or conducting post-repair scans.
- Communication records. Keep records of communications with sublet providers about specific vehicles, especially any discussions about unusual circumstances, special requirements, or quality concerns.
This documentation serves multiple purposes: demonstrating compliance with OEM and insurance requirements, providing evidence if disputes arise, and creating accountability that encourages quality work from partners.
Building accountability into sublet relationships
Beyond contracts and documentation, ongoing relationship management helps maintain quality and reduce liability exposure over time.
- Regular quality reviews. Periodically audit work from sublet providers, including spot-checking calibration reports and verifying that procedures match OEM requirements. Address any concerns immediately.
- Performance tracking. Monitor comebacks, customer complaints, and quality issues associated with each sublet provider. Patterns of problems should trigger serious conversations or relationship changes.
- Open communication. Maintain direct communication channels with sublet partners for questions about specific vehicles or procedures. Partners who are difficult to reach or unresponsive to quality concerns represent elevated risk.
- Continuous verification. As OEM requirements change, verify that sublet partners are updating their procedures accordingly. A partner who was compliant six months ago may not be compliant today.
Reducing liability through dedicated tech & processes
Modern technology can help bridge the gap between your shop and sublet providers, creating visibility and accountability that reduces liability exposure.
Revv’s software provides VIN-specific calibration requirements based on repairs needed to help ensure that both your shop and your sublet partners are working from the same accurate information. When everyone references the same current OEM procedures, the risk of errors from outdated or incorrect information decreases.
Our platform ensures everyone is working from the same accurate OEM information, reducing the risk of errors and creating clear documentation of what procedures should be followed.
Rather than wondering whether your sublet provider used current procedures or hoping their documentation meets your standards, Revv provides the visibility and accountability that protects your business when work happens outside your facility.
Book a demo today to see how Revv can help you manage sublet relationships with confidence while maintaining the documentation and compliance standards your business requires.