Required forms for motor dealers

Required forms for the sale of motor vehicles, motorcycles, trailers and caravans in NSW.

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A motor vehicle or motorcycle must not be sold unless the motor dealer and the buyer sign the appropriate form when the vehicle is sold. A copy of the form must also be provided to the buyer to keep at the time of the sale.

How to keep a register

A motor dealer is required to keep a register in the prescribed format at their place of business. A register can be kept in writing or electronically.

A register that is kept in writing must be kept in a book, or series of books, which complies with the following requirements.

Each book must:

consist of pages permanently bound together
bear on its front cover a number corresponding to its number in the series (such as Book 1, Book 2 and so on)
be used for the purposes of one kind of register and for no other purpose.

You can alter or delete anything in the register by drawing a line through it, but the original entry must still be readable.

A register which is kept electronically must be kept on software which ensures that:

it is capable of being displayed and printed, on demand, at each place of business
when it is displayed and printed, each page in the register is in the form prescribed for the register, and
it includes the date on which each record in the register was made.

It must also ensure that, in the event that any information in the register is amended or deleted, a record is kept that:

provides the information that was in the form before the amendment or deletion, and
the date on which the information was amended or deleted.

Form 1: motor dealer’s register

A motor dealer is required to keep a register in the prescribed format at their place of business. A register can be kept in writing or electronically.

View or download a sample Form 1: motor dealer’s register

Form 5: motor dealer’s notice

This form must be displayed on a second-hand vehicle (demonstrator, cars, vans and trucks) offered or displayed for sale.

View or download Form 5: motor dealer’s notice for motor vehicles

Form 6: motor dealer’s notice – damaged vehicle

This form must be displayed on a second-hand vehicle that is offered or displayed for sale that has defects which are excluded from a dealer guarantee. A current inspection report for the vehicle must also be displayed with the form. This form should also be used when selling a new motor vehicle that is damaged. This includes new vehicles that have suffered water damage and/or the body or frame of the motor vehicle has been damaged.

View or download Form 6: motor dealer’s notice for motor vehicles – damaged vehicle