Selling a used car as a professional carries more responsibility than a private sale. Making sure the vehicle has all its paperwork in order is not only mandatory, it can also save you complaints, fines or legal problems.
In this article we go through the essential documents a car must have to be sold legally to a private individual, with a practical focus for small motor dealers.
Essential paperwork for selling a car to a private buyer
Vehicle registration document
Official document issued by the DGT. It must be in the name of the professional seller. It is essential for any transfer procedure.
Make sure that:
There are no errors in the owner or vehicle details.
It is up to date (for example, if the tax address has changed).
If it is lost, you can request a duplicate from the DGT by appointment or via the online office with a digital certificate.
Technical data sheet (with valid ITV)
It must include the latest passed technical inspection. A car without a valid ITV cannot be driven or transferred except in very specific cases (such as sale to a professional for repair or temporary deregistration).
Points to check:
Date of next ITV.
That it is digitally signed and stamped by the ITV station.
If the car is exempt from ITV (very new vehicles), this must be recorded on the technical sheet.
Sales contract or invoice
If you sell as a professional, you must issue a legal and complete invoice. It is one of the key documents for the tax authorities and for the buyer.
It must include:
Full tax details of the buyer and the seller
Make, model, registration number, VIN and mileage of the vehicle
Total price (with VAT if applicable, or stating REBU where relevant)
Date of the transaction and handover
Description of the warranty offered (legal or commercial)
Tip: print two copies and have the customer sign both. One for you, one for them.
Recommended documents that strengthen customer confidence
DGT report
You can get it online (full or reduced report). It tells you about:
Current registered keeper
Any encumbrances, seizures or immobilisation orders
Active retention of title
Temporary or permanent deregistration
Administrative status (whether it can be transferred or not)
Requesting this report before advertising the car helps avoid surprises and allows you to give the customer clear information.
Maintenance history
A full history (with invoices or stamps in the service book) shows the vehicle has been well cared for. It is especially valued for mid-range or high-end cars, and can be decisive in closing the sale.
You can provide:
Original stamped service book
Invoices for servicing at authorised or independent workshops
Digital record if the car has one (some brands allow you to check it online)
Proof of IVTM
The road tax must be paid for the calendar year of the sale. Although it is not mandatory for transfer, many buyers request it as proof that there are no outstanding local tax debts.
You can obtain it:
Via the town council's online portal
In person, by requesting the "tax registration certificate" for the vehicle
Damage report or expert appraisal
If the car has suffered significant damage or has been repaired after an accident, providing an expert report or repair invoice creates transparency. Some insurers offer official repair reports, or you can commission an assessment from an independent surveyor.
This document is not mandatory, but it can make the difference in sales to demanding customers or in deals where there has been some doubt about the vehicle's condition.
Obligations of the professional motor dealer
1-year legal warranty
As a professional seller you are obliged to offer a warranty of one year from the date of vehicle delivery. This warranty covers hidden defects or faults that prevent normal use of the car, provided they are not due to wear and tear or incorrect use.
You can:
Include the legal warranty on the invoice.
Extend it commercially to set yourself apart (for example, 12+12 months).
Use an external warranty provider that covers part of the risk.
Important: if the customer identifies a covered defect, you are obliged to repair it at no cost or refund part of the amount.
Change of registered keeper
You are responsible for completing the vehicle's change of name with the DGT. This can be done:
Directly by you as a professional via the DGT's online office.
Through an authorised administrative agency.
You must always give the buyer proof that the process has been started, such as form 05 (if you do it yourself) or the agency receipt.
Failing to provide this proof can generate mistrust and problems with fines or taxes.
Invoice with VAT or REBU
Depending on how you acquired the vehicle:
Purchase with deductible VAT (professional supplier): you must sell with output VAT charged (21%).
Purchase from a private individual: you can use the REBU (Special Scheme for Used Goods) and issue an invoice without VAT breakdown.
Make sure the tax regime applied is stated on the invoice. The tax authorities may request supporting documents.
What happens if a document is missing?
Lost registration document
The transfer cannot be completed without this document. If you have lost it, request a duplicate:
At the DGT (in person or online with a digital certificate).
Approximate cost: €20.
Expired ITV
The car cannot be driven or transferred if its ITV has expired. You have two options:
Take it for its ITV before the sale.
Sell it with transport to a workshop if the buyer agrees to handle the process.
Seizure or retention of title
If the car has a seizure or retention of title:
It cannot be transferred until the encumbrance is cancelled.
It can be checked in the DGT report.
To cancel the retention of title:
Request a cancellation letter from the finance company.
Submit the documents to the Register of Movable Property.
For a seizure:
Contact the body that imposed it (AEAT, Social Security...)
Pay the debt or request a deferral.
Final checklist for handing over the car with everything in order
Document | Mandatory | Professional advice |
|---|---|---|
Vehicle registration document | Yes | Make sure it is up to date |
Technical data sheet with valid ITV | Yes | Check the date of the next ITV |
Invoice/Contract | Yes | Include warranty terms |
DGT report | No | Highly recommended before advertising |
Maintenance history | No | Improves customer confidence |
Proof of IVTM | No | You can request it from the council |
Proof of change of registered keeper | Yes | Give a copy to the customer after the process |
Practical wrap-up
A car without the correct paperwork can be expensive. Being clear about which documents to hand over and how to do it saves you time, claims and problems with the traffic authorities or the tax office.
Want to keep all the documents organised in one place? With Dealcar you can manage it easily and legally, from the car's intake right through to final handover to the customer.
Selling a used car as a professional carries more responsibility than a private sale. Making sure the vehicle has all its paperwork in order is not only mandatory, it can also save you complaints, fines or legal problems.
In this article we go through the essential documents a car must have to be sold legally to a private individual, with a practical focus for small motor dealers.
Essential paperwork for selling a car to a private buyer
Vehicle registration document
Official document issued by the DGT. It must be in the name of the professional seller. It is essential for any transfer procedure.
Make sure that:
There are no errors in the owner or vehicle details.
It is up to date (for example, if the tax address has changed).
If it is lost, you can request a duplicate from the DGT by appointment or via the online office with a digital certificate.
Technical data sheet (with valid ITV)
It must include the latest passed technical inspection. A car without a valid ITV cannot be driven or transferred except in very specific cases (such as sale to a professional for repair or temporary deregistration).
Points to check:
Date of next ITV.
That it is digitally signed and stamped by the ITV station.
If the car is exempt from ITV (very new vehicles), this must be recorded on the technical sheet.
Sales contract or invoice
If you sell as a professional, you must issue a legal and complete invoice. It is one of the key documents for the tax authorities and for the buyer.
It must include:
Full tax details of the buyer and the seller
Make, model, registration number, VIN and mileage of the vehicle
Total price (with VAT if applicable, or stating REBU where relevant)
Date of the transaction and handover
Description of the warranty offered (legal or commercial)
Tip: print two copies and have the customer sign both. One for you, one for them.
Recommended documents that strengthen customer confidence
DGT report
You can get it online (full or reduced report). It tells you about:
Current registered keeper
Any encumbrances, seizures or immobilisation orders
Active retention of title
Temporary or permanent deregistration
Administrative status (whether it can be transferred or not)
Requesting this report before advertising the car helps avoid surprises and allows you to give the customer clear information.
Maintenance history
A full history (with invoices or stamps in the service book) shows the vehicle has been well cared for. It is especially valued for mid-range or high-end cars, and can be decisive in closing the sale.
You can provide:
Original stamped service book
Invoices for servicing at authorised or independent workshops
Digital record if the car has one (some brands allow you to check it online)
Proof of IVTM
The road tax must be paid for the calendar year of the sale. Although it is not mandatory for transfer, many buyers request it as proof that there are no outstanding local tax debts.
You can obtain it:
Via the town council's online portal
In person, by requesting the "tax registration certificate" for the vehicle
Damage report or expert appraisal
If the car has suffered significant damage or has been repaired after an accident, providing an expert report or repair invoice creates transparency. Some insurers offer official repair reports, or you can commission an assessment from an independent surveyor.
This document is not mandatory, but it can make the difference in sales to demanding customers or in deals where there has been some doubt about the vehicle's condition.
Obligations of the professional motor dealer
1-year legal warranty
As a professional seller you are obliged to offer a warranty of one year from the date of vehicle delivery. This warranty covers hidden defects or faults that prevent normal use of the car, provided they are not due to wear and tear or incorrect use.
You can:
Include the legal warranty on the invoice.
Extend it commercially to set yourself apart (for example, 12+12 months).
Use an external warranty provider that covers part of the risk.
Important: if the customer identifies a covered defect, you are obliged to repair it at no cost or refund part of the amount.
Change of registered keeper
You are responsible for completing the vehicle's change of name with the DGT. This can be done:
Directly by you as a professional via the DGT's online office.
Through an authorised administrative agency.
You must always give the buyer proof that the process has been started, such as form 05 (if you do it yourself) or the agency receipt.
Failing to provide this proof can generate mistrust and problems with fines or taxes.
Invoice with VAT or REBU
Depending on how you acquired the vehicle:
Purchase with deductible VAT (professional supplier): you must sell with output VAT charged (21%).
Purchase from a private individual: you can use the REBU (Special Scheme for Used Goods) and issue an invoice without VAT breakdown.
Make sure the tax regime applied is stated on the invoice. The tax authorities may request supporting documents.
What happens if a document is missing?
Lost registration document
The transfer cannot be completed without this document. If you have lost it, request a duplicate:
At the DGT (in person or online with a digital certificate).
Approximate cost: €20.
Expired ITV
The car cannot be driven or transferred if its ITV has expired. You have two options:
Take it for its ITV before the sale.
Sell it with transport to a workshop if the buyer agrees to handle the process.
Seizure or retention of title
If the car has a seizure or retention of title:
It cannot be transferred until the encumbrance is cancelled.
It can be checked in the DGT report.
To cancel the retention of title:
Request a cancellation letter from the finance company.
Submit the documents to the Register of Movable Property.
For a seizure:
Contact the body that imposed it (AEAT, Social Security...)
Pay the debt or request a deferral.
Final checklist for handing over the car with everything in order
Document | Mandatory | Professional advice |
|---|---|---|
Vehicle registration document | Yes | Make sure it is up to date |
Technical data sheet with valid ITV | Yes | Check the date of the next ITV |
Invoice/Contract | Yes | Include warranty terms |
DGT report | No | Highly recommended before advertising |
Maintenance history | No | Improves customer confidence |
Proof of IVTM | No | You can request it from the council |
Proof of change of registered keeper | Yes | Give a copy to the customer after the process |
Practical wrap-up
A car without the correct paperwork can be expensive. Being clear about which documents to hand over and how to do it saves you time, claims and problems with the traffic authorities or the tax office.
Want to keep all the documents organised in one place? With Dealcar you can manage it easily and legally, from the car's intake right through to final handover to the customer.
