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Common documents required when selling

Identity documents and registration certificate

When selling a car, the basic required documents in every state are an “identity document” and a “registration certificate”. Acceptable identity documents include a valid driver licence or photo ID. The registration certificate is a document that proves the seller is the legal owner of the vehicle (ref:1).

The driver licence number, and the name and address listed on the licence, are also checked to ensure they match (ref:2). These two documents are the starting point for the sale process. Although they do not take long to prepare, if they are expired or an address change has not been notified, they can cause the process to stop. It is important to check in advance the expiry dates and details on any documents you have on hand.

Notice of Disposal and Transfer Form

In the process of selling a car, two things are needed: a Notice of Disposal and a Transfer of Registration, but these two have different roles. The Notice of Disposal is a document for the seller to notify the authorities that “this car has been sold”. On the other hand, the Transfer of Registration is a procedure for the buyer to change the registration into their own name, and both parties must carry out their respective parts (ref:3).

The Transfer Form is signed by both the seller and the buyer, and is submitted to the transport authority in each state (ref:1). For the seller, if the Notice of Disposal is not submitted, the car will remain in their name indefinitely, leading to trouble after the sale. To avoid confusing the procedure the seller must do with the one the buyer must do, it is reassuring to check in advance where each document should be submitted and who must sign it.

The role of a sale receipt (Receipt)

A sale receipt (Receipt) is a document that records the fact that the sale of a car has been completed and the conditions of the sale. VicRoads and Service NSW recommend issuing a Receipt to the buyer. The Receipt needs to include the buyer’s name, address and signature, the seller’s name and address, the transaction date, the sale amount, and the vehicle details (ref:4).

You can buy an NCR (no-carbon copy) receipt book from a stationery shop, or download and print a template from the VicRoads website. A handwritten version is also valid, as long as it includes all of the required details listed above. As a Receipt also protects the seller, it is best to keep a copy for yourself.

Required documents and submission destination by state

NSW: Notice of Disposal and Pink Slip

In NSW (New South Wales), it is mandatory to submit a Notice of Disposal when you sell a vehicle. To submit it, you need your NSW driver licence or photo card details, the vehicle’s NSW registration number, and the buyer’s NSW driver licence details (if the sale is to a dealer, then the business details are required). In addition, you declare the sale date and the amount of the sale price or market value, whichever is higher (ref:5).

In NSW, a Pink Slip (safety inspection certificate) may be required when selling a registered vehicle, and it serves to certify that the vehicle meets safety standards. The Notice of Disposal is submitted to Service NSW, and it can be lodged online or in writing. In cases such as when the buyer is a company, organisation, or an interstate buyer, written submission is required, so it is essential to confirm the submission method according to the other party to the transaction.

VIC: Roadworthy Certificate and Transfer Form

When selling a registered vehicle in VIC (Victoria), you are generally required to provide the buyer with a Roadworthy Certificate issued within the past 30 days. The transfer of ownership is handled online through myVicRoads, where the seller and buyer each enter the required information to complete the registration transfer (ref:6).

Because the Roadworthy Certificate is valid for 30 days, it is important to obtain it in line with the planned sale date. Also, to avoid the vehicle remaining registered in your name after the sale, it is reassuring to proceed with the process on myVicRoads around the handover date. If the transfer has not been completed, notices relating to traffic infringements or unpaid fees incurred by the buyer may be sent to the seller, so be sure to check the status of the post-sale procedure as well.

QLD: Safety Certificate and Form F3520

In QLD (Queensland), both the buyer and seller complete the Vehicle Registration Transfer Application (Form F3520). The buyer submits Part A to the service centre, and the seller keeps Part B as evidence of the sale. The seller is obliged to provide the buyer with a Safety Certificate or COI (Certificates of Inspection) (ref:7).

If the Safety Certificate is issued by hand, the original blue copy must be provided; if it is issued electronically, providing a printed copy, or listing the certificate number on Form F3520, is accepted. Part B of Form F3520 is the seller’s only official proof that remains in their possession, so it must be kept safely so it is not lost.

List of documents for SA・WA・ACT・TAS・NT

In SA (South Australia), you fill in the Disposal Notice on the back of the registration certificate, have the buyer sign it as well, and then submit it to the Customer Service Centre within 14 days or post it to Service SA (ref:8).

In WA (Western Australia), the seller is not required to obtain a Roadworthy, but after the sale is completed, you need to lodge a Notice of Disposal with the DOT (Department of Transport). The required documents are a driver licence, the vehicle registration papers, a contract of sale showing the sale price, and the Notice of Disposal Form (ref:9).

In NT (Northern Territory), the Notice of Disposal must include the full names and addresses of both the seller and buyer, the buyer’s date of birth, the sale date, the sale price or market value, and the signatures of both parties. In addition to the vehicle registration number, the vehicle’s make and model, VIN or chassis number, and engine number are also required (ref:10). For ACT and TAS as well, the basic framework of providing identification documents, the registration certificate, and the Notice of Disposal is the same as in other states.

Comparison of Submission Deadlines and Notification Methods

List of notification deadlines by state

The deadline for submitting a Notice of Disposal varies by state. For example, VIC, QLD, SA and NT require it within 14 days, while WA requires it within 7 days. On the other hand, NSW advises submitting the Notice of Disposal as soon as possible after the sale (ref:5).

If you are selling in WA, the deadline may be shorter than in other states, so it is safest to complete the notification on the day of sale or the following day. If the deadline is missed, the seller’s name will remain on the registration while the buyer continues to use the vehicle, creating the risk of fines and infringement notices such as those described below.

Online, mail and counter options

Most state transport authorities accept lodgement and payment via an online portal (ref:2). In NSW, if you have a MyServiceNSW account and an NSW driver licence or photo card, you can submit it online. However, written lodgement is required for things such as the sale of a conditionally registered vehicle, or where the buyer is a company, organisation or interstate purchaser (ref:5).

In the NT, lodgement is also accepted via the R06 Notice of Disposal Form, a current registration certificate signed by both parties, a handwritten document containing all required details, and even an email including the required details (with screenshots attached as proof of the sale) (ref:11). It is worth checking which lodgement methods your state supports before you sell, so you can complete the process smoothly within the required timeframe.

Additional documents for interstate sales

Procedures carried out in the seller’s state

Even when selling a car across state borders, the seller’s obligation to lodge a Notice of Disposal in their own state does not change. The seller notifies the transport authority in their state using the same procedure as for an ordinary sale, and completes the sale (ref:1).

In NSW, if the buyer is interstate, the Notice of Disposal must be lodged in writing rather than online (ref:5). In interstate sales, the buyer’s procedures are more complicated than usual, so for the seller as well, keeping proper copies of the paperwork is a way to protect themselves.

Inspections and registration required in the buyer’s state

The buyer needs to re-register the vehicle in the state where they live. Each state has its own inspection standards, and vehicles brought in from interstate may be subject to additional inspections (ref:1).

If transferring registration to NSW, you must obtain a Blue Slip (safety and vehicle identity inspection) from an authorised mechanic, purchase a Green Slip (CTP insurance), and attend a Service NSW counter with identification documents, proof of NSW residency, and documents proving your entitlement to register the vehicle (ref:12). For a registration transfer to VIC, a Roadworthy Certificate (RWC) is mandatory, and the cost of obtaining one is generally around $150 to $300. As an RWC is often valid for only 30 days, be wary of scams involving the presentation of old certificates (ref:13).

Risks and cautions regarding document deficiencies

### Penalties and responsibility for traffic offences due to failure to notify If you leave it unattended without lodging a Notice of Disposal, notifications of traffic offences committed by the buyer after the sale may end up being sent to the seller. The NT transport authority (MVR) states that if it receives a traffic offence notice when a Notice of Disposal has not been lodged, the MVR has no authority to intervene in the offence notice. In that case, the seller must contact the issuing authority for the offence notice and resolve it (ref:11). In VIC, it is also noted that if you do not remove the vehicle from your name as of the date of sale, you may be held responsible for offences committed by the buyer (ref:14). To avoid these risks, it is essential that both parties sign on the day of sale and that the notification is completed within the deadline.

Forgetting to cancel toll tags and insurance

In addition to paperwork, cancelling toll tags (automatic toll payment tags) and insurance is another item that is often overlooked. Under NSW E-Toll, if the number plate remains linked to the account and the toll road is used, the toll will continue to be charged to the seller in accordance with the terms and conditions. To remove the vehicle from the account, you need to log in to myetoll. transport. nsw. gov. au and complete the process (ref:15).

Service NSW lists, as self-protection measures when selling a car, removing the registration number from the toll account, taking off any tags, passes or permits attached to the vehicle, keeping a copy of the Notice of Disposal, and, if you have motor insurance (vehicle insurance), contacting the insurer to update the policy (ref:5). Rather than feeling reassured by simply submitting the documents, completing these related procedures is the key to preventing unnecessary costs after the sale.

Conclusion

The documents required when selling a car are basically an identity document, registration certificate, Notice of Disposal and proof of sale (receipt), but each state may require additional documents such as a Roadworthy Certificate or Safety Certificate. Lodgement deadlines also differ by state, so it is essential to check the rules for your state in advance.

For interstate sales, the buyer’s inspection and registration procedures are added, and you must also remember to cancel the toll tag and insurance. By understanding the overall picture of the required documents and procedures, and then proceeding carefully one step at a time, you can help ensure a trouble-free sale.

Differences by state! Complete guide to the required documents when selling a car