When a claim turns on whether routine care was done, your own records usually settle the question faster than anyone's memory of the shop. Build a record that a stranger could follow, and keep it current as you go.
What each entry has to show
Each service entry should carry four things: the date, the odometer reading at the visit, the work done in plain words, and who did it. A line that only says routine service tells a reviewer nothing. A line that names the fluid, filter, belt, or inspection tells them what changed. If you did the work yourself, write it the same way and keep the parts receipt.
Keep originals and copies
Keep the original invoice and a scan or photo of it. Store the originals together in a dry folder, not in the glovebox, where heat and damp can fade thermal paper. If a shop prints only on thermal slips, ask for a copy on regular paper or photograph the slip the day you get it.
Make the odometer reading a habit
Write down the odometer reading when you fuel the car or change the oil, not only at the shop. A running log of readings shows how the car was used between visits, which matters when a claim or a renewal asks about driving history. Keep the log in the same place as the invoices.
Read the maintenance clause in your own copy
Many contracts ask for proof of routine service before a claim is accepted. Find the clause in the form you signed and note what it asks you to keep and for how long. Do not rely on a general schedule from a website or a friend to decide what the clause requires. If the clause is unclear, ask the company in writing and save the answer with the contract.
Keep the record with the car
If you sell the car, the service record is part of what the next owner needs. Hand over copies, not originals, and keep a complete set yourself until any claim tied to your ownership is closed.