Mandatory documentation to sell a used car

Selling a used car in 2025 requires dealerships to comply with a series of documentary requirements that ensure a legal, safe, and transparent transaction. The Spanish legal framework has advanced in digitization and traceability, which requires dealerships to stay up-to-date with both administrative and technological demands. In this guide, we detail all the necessary documentation to sell a used car correctly and without complications.

Mandatory documentation for selling a used car in 2025

Technical data sheet of the vehicle (ITV Card)

The technical data sheet, also known as the ITV card, contains all the technical data of the vehicle: power, displacement, emissions, chassis number, etc. To legally sell a used car, this document must reflect that the ITV is current, with the latest stamp or corresponding electronic annotation. In 2025, the information is also validated digitally by consulting the DGT database, although the physical document is still required in many in-person transactions.

Registration certificate

It is the document that certifies that the car is authorized to circulate on public roads. Issued by the Directorate General of Traffic, it must be handed over to the new owner at the time of sale. If the vehicle has undergone any modification (for example, engine change or significant reforms), the certificate must be updated to reflect those changes.

Proof of payment of the Circulation Tax

Also known as IVTM (Tax on Mechanical Traction Vehicles), it is a mandatory municipal tax that must be paid up to the current year. Although it does not legally prevent the transfer if unpaid, many buyers require it as a guarantee that there are no debts associated with the car. Additionally, some municipalities may block the transfer if there are repeated payment defaults.

Sales contract

Although the dealership usually issues an invoice as the main document, it is advisable to have a sales contract, especially when selling to a private individual. This contract serves as legal backing against any possible future claims. It should include all the buyer's and seller's details, a description of the vehicle, the agreed price, and the conditions of the sale, as well as a compliance clause.

Sales invoice

It is the most important commercial document in the operation. It must clearly detail the dealership's data (company name, tax ID, address), the buyer's details, as well as all the information about the sold vehicle. Additionally, it must reflect the total price of the transaction, specifying VAT if applicable. In the case of vehicles under special regimes (such as the used goods regime), the invoice must explicitly state this.

DGT report (vehicle history)

In 2025, it is mandatory for the dealership to consult the complete history of the car through the official DGT report. This document allows verification of whether the vehicle is free of administrative burdens, if there are any liens, if it has been temporarily deregistered, or if there are incidents such as seals. It also includes information about the recorded mileage and the number of previous owners, which are key data for the transparency of the sale.

Certificate of absence of charges

Although not strictly mandatory, it is highly recommended to provide a certificate that certifies that the car has no outstanding financial charges, such as an unpaid loan or lease. This document builds trust for the buyer and avoids future legal issues. It can be obtained through management offices or by consulting the Register of Movable Property.

Maintenance or accident history report

More and more buyers demand transparency regarding the vehicle's history. Here, platforms like Carfax come into play, offering detailed reports on maintenance performed, possible accidents, major repairs, and other relevant events in the vehicle's life span. Although not required, having this type of documentation can be a decisive factor in closing a quicker sale with a better margin.

Digital requirements and document management in 2025

Digitization has completely transformed how dealerships manage documentation. In 2025, paper processes are becoming obsolete, and more and more operations are carried out online, with digital signatures and telematic validation.

Dealerships must have an efficient document management system, such as the one offered by Dealcar. This type of software allows centralization of all vehicle information from the moment it enters stock until its sale. Additionally, Dealcar offers direct connection to the DGT, facilitating report consultations, transfer processing, and verification of the car's administrative status without needing to leave the platform.

Integration with Carfax is another strong point. From Dealcar's own system, dealerships can generate updated accident and maintenance reports, which not only saves time but also adds an extra level of trust and professionalism to the sale.

Tips for keeping documentation up to date

One of the most common mistakes among dealerships is leaving document management until the last minute. This can cause delays in delivery and a poor customer experience. Therefore, it is advisable to implement an internal protocol that includes:

• Immediate digitization of all documents upon entering the vehicle into stock.

• A periodic review of the documentation status of the cars on display, especially those that have been for sale for more than 30 days.

• Updating DGT and Carfax reports every time a significant test or inspection is performed.

• Creating an internal checklist before formalizing the sale, ensuring that all documents are ready and signed.

Frequently asked questions (FAQs)

Can a dealership sell a car without ITV?

No. Having a valid ITV is an essential requirement to transfer ownership of the vehicle. If the car has not passed the inspection, the sale cannot be completed legally.

Is it necessary to present the maintenance book?

No, it is not mandatory, but it is highly recommended. A complete maintenance history helps justify the condition of the vehicle and gives more peace of mind to the buyer, especially if the car has many kilometers or years.

How much does it cost to obtain a DGT report?

Simple reports can cost around 8 euros, while full reports are around 15 euros. They are minimal investments that provide significant value to the transaction.

Can the entire sales process be done digitally in 2025?

Yes. Thanks to platforms like Dealcar, dealerships can manage the entire documentary cycle digitally, from report consultations to signing and filing the sale. This saves time, reduces errors, and improves the customer experience.

Conclusion

Having all documentation in order is no longer just a matter of legality, but of efficiency and professionalism. In 2025, dealerships that rely on technological tools like Dealcar can accelerate their sales, offer more transparency to their customers, and reduce legal risks. The key lies in prevention, digitization, and choosing the right technological partners that accompany your daily operations.

At Dealcar, we help you automate this process and keep your stock always ready to sell.