What documentation must a car have in order to be sold legally?
30 Jul 2025
Selling a used car as a professional entails more responsibility than a sale between individuals. Making sure that the vehicle has all the correct documentation is not only mandatory but can also prevent claims, fines, or legal problems.
In this article, we review the essential documents that a car must have to be sold legally to a private individual, with a practical approach for small resellers.
Essential documentation to sell a car to a private individual
Registration certificate
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 information of the owner or the vehicle.
It is updated (for example, if the tax address has changed).
In case of loss, you can request a duplicate from the DGT with an appointment or through the electronic headquarters with a digital certificate.
Technical sheet (with valid ITV)
It must include the last technical inspection approved. A car without ITV cannot circulate or be transferred except for very specific exceptions (such as sale to a professional for repair or temporary deregistration).
Aspects to check:
Date of the next ITV.
That it is signed and digitally stamped by the ITV station.
If the car is exempt from ITV (very new vehicles), it must be noted in 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 contain:
Complete tax information of the buyer and seller
Make, model, license plate, chassis number, and mileage of the vehicle
Total price (including VAT if applicable, or indicating REBU if applicable)
Date of the transaction and delivery
Description of the guarantee offered (legal or commercial)
Tip: print two copies and have the client sign both. One for you, another for them.
Recommended documents that enhance customer trust
DGT report
You can obtain it online (Complete or reduced report). It provides information on:
Current ownership
Existence of liens, embargoes, or seals
Active reservation of ownership
Temporary or permanent deregistration
Administrative situation (if it can or cannot be transferred)
Requesting this report before publishing the car helps avoid surprises and allows for clear information to the customer.
Maintenance history
A complete history (with invoices or stamps in the service book) demonstrates the care of the vehicle. It is especially valued in mid or high-range cars and can be decisive in closing the sale.
You can present:
Original maintenance book stamped
Invoices for inspections at official or independent workshops
Digital record if the car has one (some brands allow online access)
Proof of IVTM
The road tax must be paid in the calendar year of the sale. Although it is not mandatory to transfer, many buyers require it as a guarantee that there are no outstanding municipal debts.
You can obtain it:
Through the electronic headquarters of the municipality
In person, requesting the "fiscal registration certificate" of the vehicle
Damage or appraisal report
If the car has had significant damage or has been repaired after an accident, presenting an appraisal report or repair invoice creates transparency. Some insurance companies offer official repair reports, or you can request an assessment from an independent appraiser.
This document is not mandatory but can make a difference in sales to demanding customers or in transactions where there has been some doubt about the condition of the vehicle.
Obligations of the professional reseller
Legal guarantee of 1 year
As a professional seller, you are obliged to offer a guarantee of one year from the date of delivery of the vehicle. This guarantee covers hidden defects or faults that prevent the normal use of the car, provided that they are not due to wear and tear or misuse.
You can:
Include the legal guarantee in the invoice.
Extend it commercially to differentiate yourself (for example, 12+12 months).
Use an external guarantor to cover part of the risk.
Important: if the customer detects a covered defect, you are obliged to repair it at no cost or refund part of the amount.
Change of ownership
You must be responsible for performing the name change of the vehicle at the DGT. This can be done:
Directly by you as a professional at the DGT's electronic headquarters.
Through an authorized management company.
You must always provide the buyer with a proof of the initiated procedure, such as model 05 (if you do it yourself) or the receipt from the management company.
Not providing this proof can generate distrust 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 VAT charged (21%).
Purchase from a private individual: you can adhere to the REBU (Special Regime for Used Goods) and issue an invoice without VAT breakdown.
Make sure to indicate the applied tax regime on the invoice. The tax authorities may request justifications.
What if any document is missing?
Lost registration certificate
The transfer cannot be done 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 circulate or be transferred if the ITV has expired. You have two options:
Take it to pass ITV before the sale.
Sell it with transportation to the workshop if the buyer agrees to take care of the management.
Embargo or reservation of ownership
If the car has an embargo or reservation of ownership:
It cannot be transferred until the charge is canceled.
It can be consulted in the DGT report.
To cancel the reservation of ownership:
Request a cancellation letter from the financial institution.
Present the documentation in the Registry of Mortgage Goods.
For an embargo:
Contact the agency that imposed it (AEAT, Social Security...)
Pay the debt or request an extension.
Final checklist to deliver the car with everything in order
Document | Mandatory | Professional advice |
|---|---|---|
Registration certificate | Yes | Make sure it is updated |
Technical sheet with valid ITV | Yes | Check the date of the next ITV |
Invoice/Contract | Yes | Include warranty conditions |
DGT report | No | Highly recommended before publishing |
Maintenance history | No | Enhances customer trust |
Proof of IVTM | No | You can request it from the municipality |
Proof of change of ownership | Yes | Deliver a copy to the client after the procedure |
Practical closure
A car without proper documentation can be costly. Knowing which documents to provide and how to do it saves you time, claims, and problems with Traffic or the Tax Authority.
Do you want to have all the documents organized in one place? With Dealcar, you can manage it easily and legally, from the entry of the car to the final delivery to the customer.
