If you sell used cars, this will sound familiar: car reserved, motivated customer… and then suddenly the “what’s missing?”, “they’re asking me for this at the traffic office”, “there’s a lien”, “the tax hasn’t been paid” appear, and the deal cools off or is lost.

This guide is written for dealerships in Spain and explains which documents the buyer must bring, which documents you must provide, and what is worth checking so that the change of ownership does not get stuck (bear in mind there may be regional nuances by autonomous community, especially with taxes).

Basic vehicle documentation: the minimum that must exist and be easy to locate

Here we are not talking about what is “recommended”, but about the basics that must accompany the vehicle.

Vehicle registration certificate and ITV card (technical data sheet)

These are the vehicle’s core documents: they identify the vehicle and its roadworthiness status. As a dealership, it is in your interest to have them under control from the first day it arrives: if one is missing, you will need to arrange a duplicate before promising quick deliveries.

Valid ITV

In practice, the DGT links the validity of the new vehicle registration certificate to the vehicle having a valid ITV after the procedure.

Vehicle report (DGT): a document that saves you trouble

Before closing the sale, it is highly advisable to request a report (ideally a full one) to see whether there are attachments, immobilisations or other encumbrances.

In a dealership, this is gold: it saves you returns, arguments and “you told me it was free of encumbrances”.

Road tax (IVTM) up to date

To transfer the vehicle, it must be in the correct administrative status. In the transfer requirements, the DGT requires that the road tax for the previous year has been paid and that there are no obstacles such as sanctions that block the process.

Transaction documentation: what changes depending on whether you sell or it is a private-to-private sale

Here is the key point: a purchase from a dealership is not the same as a purchase between private individuals.

Documentation required if a private buyer purchases from a dealership

In a professional sale, the customer will usually leave with:

• Invoice (or the dealership’s sale document)

• Sale and Purchase Contract

• Warranty proof/terms (without any strange fine print)

• Delivery note (optional, but very useful): condition, mileage, accessories, second key set, etc.

Documentation required for a private-to-private purchase

In “private-to-private” transfers, before the change of ownership you must prove payment, exemption or non-liability for ITP, usually through form 620 or 621 (depending on the autonomous community and the channel).

And this is where the “regional nuances” come in: the type of tax and how it is filed vary by autonomous community.

Buyer documentation needed to close the sale of a car

Identification

• Valid DNI/NIE of the buyer

• Contact details (phone/email) and notification address

If there are multiple owners

Define whether there will be:

• 1 owner

• co-owners

• or a company (CIF, powers of attorney/representation)

This avoids the classic “we have to redo the paperwork because a signer was missing”.

Documentation if the car is financed

Below is all the information needed to prepare possible car finance:

For private individuals:

• DNI/NIE

• Proof of income (payslips / pension)

• Employment history or seniority

• Latest tax return (if requested)

• IBAN and bank proof

• Proof of address (to verify address, sometimes)

For self-employed/companies:

• CIF and company deeds (or self-employed registration)

• Quarterly or annual VAT/PIT returns (as applicable)

• bank movements / statements

• representation documents (attorney-in-fact)

Documentation if a vehicle is taken in part exchange

When there is part payment, this is the information needed to complete all documents:

• Vehicle registration certificate

• ITV card

• Owner’s DNI (and it must match)

• Second key set (if available)

• Maintenance history (if available)

And very important: check for encumbrances before closing the deal (DGT report), because if not, you will be the one stuck with the block.

5 typical blocks to change of ownership

1) The Change of Ownership Deadline

After signing the contract, there is a maximum period of 30 days to carry out the change of ownership. If it is not completed within this period, the contract must be amended.

2) The vehicle cannot be transferred due to its administrative status

The DGT warns that a vehicle with temporary deregistration, with local taxes not up to date or with sanctions preventing it, cannot be transferred. This means the change of ownership cannot be carried out until the outstanding amounts have been settled.

3) Retention of title

If there is a retention of title, ownership cannot be changed until it is cancelled. This is done by requesting the cancellation letter from the finance company and carrying out the cancellation at the Registry of Movable Property. You can find out more here.

4) ITP incorrectly filed (or not filed)

In transfers where it is required, the DGT asks for proof of payment/exemption/non-liability (form 620/621). If this has not been done or there is an error in the process, it can cause problems. You can find out more in our article.

5) Not checking encumbrances before buying

The full report exists precisely to detect attachments, immobilisations or administrative/judicial encumbrances before purchase. In this way, with a simple report, you can know whether the vehicle has administrative encumbrances.

How Dealcar helps organise the documentation

A dealership loses time and trust when the documentation is on WhatsApp, part of it in loose folders, part of it on paper, and nobody knows whether something is missing until the delivery day.

With a system like Dealcar, the goal is for each car to have a clear “file”, to know which documents are complete and which are missing, what status the cars are in (ready to publish / reserved / ready to deliver), and for the sales team not to promise deadlines if a key document is missing.

The result is usually fewer comings and goings, fewer frozen deals, and a more professional experience for the buyer.

Frequently asked questions to have your vehicle documentation ready

What documentation do I need to buy a second-hand car in Spain in 2026? Vehicle registration certificate, ITV card/technical data sheet and valid ITV, plus the sale contract or invoice. Before buying, it is highly advisable to request a DGT report to check for encumbrances.

How long do you have to carry out the change of ownership at the DGT? The DGT sets a maximum period of 30 days from signing the contract.

What happens if the car has retention of title? It cannot be transferred until it is cancelled (cancellation letter + cancellation at the Registry of Movable Property).

Is ITP the same throughout Spain? No. ITP and its filing (forms 620/621 and rates) depend on the autonomous community and the case.

Can a car with temporary deregistration be transferred? The DGT indicates that a vehicle with temporary deregistration (or with obstacles such as local taxes not up to date or sanctions blocking it) cannot be transferred.