Paperwork checklist
Used Car Paperwork Checklist for Victoria
Good paperwork protects both sides of a used car sale. Before money changes hands, buyers and sellers should be clear on identity, vehicle details, transfer requirements, payment records, and copies to keep.
Seller details to prepare
- Full name and contact details used for the transfer.
- Vehicle registration number, VIN/chassis number, make, model, year, and odometer reading.
- Roadworthy certificate if required.
- Service records, receipts, manuals, spare keys, and warranty documents if available.
- Written receipt showing buyer, seller, vehicle, price, date, and payment method.
Buyer details to collect
VicRoads says sellers can collect buyer details using the online myVicRoads process or a printed transfer form. Buyers may need to provide their Victorian driver licence number or VicRoads customer number, plus their family name or company ACN if relevant.
Documents buyers should receive
- A copy of the completed transfer form or confirmation of the online transfer process.
- The RWC if required for the vehicle transfer.
- A receipt for payment.
- Copies of service records and other documents promised in the listing.
Documents sellers should keep
Sellers should keep copies in case fines, tolls, disputes, or transfer questions arise after the sale. VicRoads warns that failing to complete the notice of disposal can leave the seller exposed to issues linked with the vehicle after it has been sold.
- Buyer details and sale date.
- Copy of the transfer form or online confirmation.
- Payment receipt and any deposit agreement.
- Messages confirming price, included items, and pickup details.
Before handing over the keys
- Confirm payment has cleared into the correct account.
- Do not rely only on screenshots of payment confirmations.
- Record the odometer reading and sale time on the receipt.
- Remove e-tags, personal items, and connected phone data from the vehicle.
- Cancel direct debit registration payments if applicable.