Registers for the motor industry

Transactions register

You need to keep a transactions register at each place of business. You have a maximum of 24 hours after a transaction to enter it into the register.

Please note: separate rules apply if you sell vehicles as a chattel auctioneer.

Transactions you must record

All transactions must go into the register.

A transaction might be:

• buying or selling a vehicle (including vehicle parts)
• holding an auction (including unsuccessful auctions)
• accepting a deposit
• giving an option to buy
• accepting a trade-in
• taking a vehicle for sale on consignment
• moving a vehicle between places of business.

Details to record

You must record a range of details. These include:

• key dates
• transaction details
• the vehicle’s details.

Key dates

You must include the dates that you:

• receive a vehicle
• sell the vehicle
• hold an unsuccessful auction for the vehicle
• move a vehicle between premises
• return a consigned vehicle.

Transaction details

You must briefly describe the transaction. This includes whether it’s a:

• direct sale
• sale on consignment (including for another dealer).

Other details include:

• the exact premises (if you have multiple locations)
• the seller’s name and address
• the buyer’s name and address
• the name and address of the highest bidder at an unsuccessful auction (if you know them)
• the sale price (or highest bid at an unsuccessful auction).

The vehicle’s details

The vehicle’s details must include the:

• odometer reading (in words and figures)
• make, model and colour
• built date
• identification and registration numbers
• engine number (or chassis number if it’s a caravan).