Motor vehicle dealer forms

Form 1 provides an example of a dealer's register of transactions which must be maintained at each authorised premises of the dealership.

The register records details of every transaction that the dealer conducts, identifying the vehicle, the seller and the car buyer and the name of the person who makes the entry in the register.

Note that additional rows can be inserted in the Form 1 to record additional transactions.

A register may be kept either:

1. In writing and must meet the requirements in Regulation 4 of the Motor Vehicle Dealers (Sales) Regulations.
2. Alternatively, dealers can use an electronic register which must comply with Regulation 4A of the Motor Vehicle Dealers (Sales) Regulations.

The register must be kept in its entirety for the duration of the dealer's licence.

Form 4 decribes particulars about a vehicle that is being sold.

A dealer must display a "Vehicle Particulars" form on any second-hand vehicle offered or displayed for sale in the windscreen of a vehicle, or attached to a motorcycle.

A copy of the form, signed by the dealer, yard manager or salesperson and the purchaser, must be retained for two years after the sale of a vehicle.

Form 5 may be used by the dealer to notify a buyer of an existing defect, if the dealer proposes to exclude the defect from the statutory warranty and/or to advise the buyer of an estimated repair cost.

If Form 5 is used, it must be displayed next to Form 4 in the windscreen of a car, or attached to a motorcycle.

The dealer's estimate of repair cost must not be understated because the dealer will be liable to compensate the purchaser for any shortfall.

The dealer is still responsible for any other warrantable defects not listed on Form 5.

Form 5A advises buyers that the vehicle is covered by the statutory warranty under the Motor vehicle Dealers Act 1973. 

If a sale proceeds and the statutory warranty applies, Form 5A must be provided to the purchaser at the time of sale prior to the contract being signed by both parties.

Different versions of Form 5A apply for used cars and used motorcycles.

Form 6 advises buyers that the vehicle is not covered by the statutory warranty under the Motor Vehicles Dearlers Act 1973.

If a sale proceeds and the statutory warranty does not apply, Form 6 must be provided to the purchaser at the time of sale prior to the contract being signed by both parties.