Index
What differentiates dealership documentation from that of a private individual
Mandatory documentation for every sale
Recommended documentation that builds trust
Specific obligations of the professional seller
What to do when a document is missing
Delivery checklist
Frequently asked questions
What differentiates dealership documentation from that of a private individual
When a private individual sells their car, they can do so with a private contract, without an invoice and without any mandatory warranty. As a professional dealership, none of those options are available.
The law distinguishes between a private seller and a professional seller because the power dynamic is different: the professional has technical and legal knowledge that the consumer buyer does not. This asymmetry justifies a more demanding framework of obligations.
The concrete differences are fourfold. First, you are obliged to issue an invoice that complies with Tax Agency requirements; a private contract is not enough. Second, you must apply the correct tax scheme (21% VAT or REBU depending on how you purchased the car). Third, you must offer a legal warranty to the consumer buyer. Fourth, you are responsible for managing the change of ownership or at least facilitating the process for the buyer.
Mandatory documentation for every sale
Without any of these documents, the sale is not legal or the transfer will be blocked.
Registration certificate (Permiso de circulación) in the dealership's name. It must be updated with the correct details of the owner. If the car was bought from a private individual and the change of ownership has not yet been processed, it must be resolved before the sale to the final customer. Without the registration certificate, the DGT will not process the transfer.
Technical sheet (Ficha técnica) with a valid MOT (ITV). A car with an expired MOT cannot be driven or transferred under normal conditions. If the MOT is close to expiring, it is recommended to pass it before the sale: a car with a recent inspection sells better and avoids friction with the buyer.
Invoice that complies with Tax Agency requirements. As a professional seller, you are obliged to issue a complete invoice. It must include: full tax details of the buyer and seller, make, model, registration plate, chassis number and mileage, total price with explicit indication of the tax scheme applied (21% VAT or mention of the REBU), transaction date and description of the warranty offered. Print two signed copies: one for the file and another for the buyer.
Vehicle free of charges. Before delivery, verify that the car is free of seizures, retention of title agreements (reservas de dominio) and seals. An active charge blocks the transfer at the DGT. To verify this, consult the full DGT report (8.67 euros at sede.dgt.gob.es). To understand how to detect and resolve charges, you can review the guide on seals and seizures on vehicles.
Proof of change of ownership. The dealership is responsible for processing or facilitating the name change before the DGT. The customer must be given proof of the started procedure: the receipt from the agency (gestoría) or form 05 if you manage it directly. Without this proof, the buyer is left unprotected if they receive fines while the car is still in your name.
Recommended documentation that builds trust
These documents are not legally mandatory but can make all the difference in negotiations, especially for medium-to-high priced vehicles.
Full DGT report. Shows the owner history, past MOTs with registered mileage and the status of charges. Showing this to the customer before the sale demonstrates transparency and eliminates the most common doubts about the car's history. To see how to complement it with CARFAX or CarVertical, you can consult the guide on CARFAX and DGT in car buying.
Maintenance history. A stamped service book or garage invoices prove the care taken of the vehicle. For cars with more than 80,000 km, this is the argument that best justifies the price compared to other similar cars without documentation.
Proof of paid IVTM (Road Tax). The road tax must be paid for the current year. Many buyers ask for this as a guarantee that there are no outstanding municipal debts. It can be obtained from the town hall's electronic office.
Delivery receipt signed by the buyer. A document signed at the time of receiving the car, reflecting the visual state of the vehicle and the elements delivered (keys, documentation, manual), is the best protection against subsequent claims about the condition upon delivery.
Specific obligations of the professional seller
Mandatory legal warranty. Every professional seller is obliged to offer a warranty to the consumer buyer. The period is two years from delivery, reducible to one year by express written agreement. Without that clause in the contract, the default two-year warranty applies. The warranty must be stated on the invoice or in the purchase agreement. For full details, you can review the guide on legal and commercial warranties on used cars.
Correct tax scheme on the invoice. If you bought the car from a private individual, you can apply the REBU (Special Scheme for Used Goods) and the invoice does not break down the VAT. If you bought it with deductible VAT from another professional, you must charge 21% VAT on the sale. The scheme applied must be expressly stated on the invoice. The Tax Agency may request proof of purchase to verify consistency between the declared scheme and the vehicle's origin.
Notification of sale to the DGT. Even if the change of ownership is processed by the buyer or the agency, the dealership must notify the DGT of the sale at the time of signing the contract. This protects them from receiving fines or IVTM bills for a vehicle that is no longer theirs if the buyer delays in processing the transfer.
What to do when a document is missing
Lost registration certificate. Request a duplicate at the DGT's electronic office with a digital certificate or in person at the Traffic Headquarters. Cost: approximately 20 euros. Without it, the transfer cannot be processed.
Expired MOT. The car cannot be driven or transferred with an expired MOT. Options: pass it before the sale, or sell it with transport to the workshop if the buyer is a professional who agrees to take on that process. Under no circumstances can it be driven on public roads.
Active seizure or retention of title. The transfer remains blocked until the charge is cancelled. You must identify the seizing entity, pay or negotiate the debt and obtain the cancellation certificate. For the complete process, you can review the guide on how to remove a seizure from a car.
Pending finance retention of title. Request the cancellation letter from the financial institution and present it at the Personal Property Registry (Registro de Bienes Muebles) to register the cancellation.
Delivery checklist
Document | Mandatory | Action if missing |
|---|---|---|
Registration certificate | Yes | Request duplicate from DGT (€20) |
Technical sheet with valid MOT | Yes | Pass MOT before sale |
Invoice with correct tax scheme | Yes | Issue before delivery |
Proof of change of ownership | Yes | Process with agency or DGT office |
Vehicle free of charges | Yes | Verify with DGT report |
Written warranty on invoice | Yes | Include clause on invoice |
Full DGT report | No | Recommended before publishing |
Maintenance history | No | Provide if available |
Proof of IVTM (Road Tax) | No | Request from town hall |
Signed delivery receipt | No | Sign at the moment of delivery |
More than 750 dealerships already use Dealcar to manage their daily operations
Dealcar automatically generates the purchase invoice with the correct tax scheme (VAT or REBU), the delivery receipt digitally signed by the buyer, and keeps the complete file of each vehicle with all documentation. With every sale correctly documented, the dealership is protected against any subsequent claims.
Manage all your dealership transactions from one single place. Find out more at dealcar.io/gestoria.
If you want to see how it works, you can book a free demo at dealcar.io.
Frequently asked questions
Can I sell a car with an expired MOT if another dealership buys it?
Yes, under certain conditions. A sale between professionals can be completed with an expired MOT if the buyer takes on the procedure and the vehicle is transported (not driven) to the workshop. This must be reflected in the contract.
Is a private contract enough or do I need an invoice?
If you sell as a professional you must issue an invoice that complies with Tax Agency requirements. A private contract is not sufficient for tax declaration purposes.
Who processes the change of ownership?
It can be managed by either party. In practice, most dealerships process it themselves or through an agency, which simplifies the process for the buyer and reduces the risk of the transfer not being completed on time.
What happens if the buyer does not process the transfer?
The car will continue to appear in the dealership's name in the DGT records. Fines and the following year's IVTM (Road Tax) will be sent to the dealership. That is why it is important to notify the DGT of the sale at the time of signing the contract, regardless of who processes the transfer. To understand how to protect yourself in this scenario, you can consult the article on who pays the IVTM when selling a car.
How long must I keep the documentation for each sale?
For at least five years from the date of the sale. The Tax Agency and consumer protection bodies may request documentation from past transactions within that period.
Index
What differentiates dealership documentation from that of a private individual
Mandatory documentation for every sale
Recommended documentation that builds trust
Specific obligations of the professional seller
What to do when a document is missing
Delivery checklist
Frequently asked questions
What differentiates dealership documentation from that of a private individual
When a private individual sells their car, they can do so with a private contract, without an invoice and without any mandatory warranty. As a professional dealership, none of those options are available.
The law distinguishes between a private seller and a professional seller because the power dynamic is different: the professional has technical and legal knowledge that the consumer buyer does not. This asymmetry justifies a more demanding framework of obligations.
The concrete differences are fourfold. First, you are obliged to issue an invoice that complies with Tax Agency requirements; a private contract is not enough. Second, you must apply the correct tax scheme (21% VAT or REBU depending on how you purchased the car). Third, you must offer a legal warranty to the consumer buyer. Fourth, you are responsible for managing the change of ownership or at least facilitating the process for the buyer.
Mandatory documentation for every sale
Without any of these documents, the sale is not legal or the transfer will be blocked.
Registration certificate (Permiso de circulación) in the dealership's name. It must be updated with the correct details of the owner. If the car was bought from a private individual and the change of ownership has not yet been processed, it must be resolved before the sale to the final customer. Without the registration certificate, the DGT will not process the transfer.
Technical sheet (Ficha técnica) with a valid MOT (ITV). A car with an expired MOT cannot be driven or transferred under normal conditions. If the MOT is close to expiring, it is recommended to pass it before the sale: a car with a recent inspection sells better and avoids friction with the buyer.
Invoice that complies with Tax Agency requirements. As a professional seller, you are obliged to issue a complete invoice. It must include: full tax details of the buyer and seller, make, model, registration plate, chassis number and mileage, total price with explicit indication of the tax scheme applied (21% VAT or mention of the REBU), transaction date and description of the warranty offered. Print two signed copies: one for the file and another for the buyer.
Vehicle free of charges. Before delivery, verify that the car is free of seizures, retention of title agreements (reservas de dominio) and seals. An active charge blocks the transfer at the DGT. To verify this, consult the full DGT report (8.67 euros at sede.dgt.gob.es). To understand how to detect and resolve charges, you can review the guide on seals and seizures on vehicles.
Proof of change of ownership. The dealership is responsible for processing or facilitating the name change before the DGT. The customer must be given proof of the started procedure: the receipt from the agency (gestoría) or form 05 if you manage it directly. Without this proof, the buyer is left unprotected if they receive fines while the car is still in your name.
Recommended documentation that builds trust
These documents are not legally mandatory but can make all the difference in negotiations, especially for medium-to-high priced vehicles.
Full DGT report. Shows the owner history, past MOTs with registered mileage and the status of charges. Showing this to the customer before the sale demonstrates transparency and eliminates the most common doubts about the car's history. To see how to complement it with CARFAX or CarVertical, you can consult the guide on CARFAX and DGT in car buying.
Maintenance history. A stamped service book or garage invoices prove the care taken of the vehicle. For cars with more than 80,000 km, this is the argument that best justifies the price compared to other similar cars without documentation.
Proof of paid IVTM (Road Tax). The road tax must be paid for the current year. Many buyers ask for this as a guarantee that there are no outstanding municipal debts. It can be obtained from the town hall's electronic office.
Delivery receipt signed by the buyer. A document signed at the time of receiving the car, reflecting the visual state of the vehicle and the elements delivered (keys, documentation, manual), is the best protection against subsequent claims about the condition upon delivery.
Specific obligations of the professional seller
Mandatory legal warranty. Every professional seller is obliged to offer a warranty to the consumer buyer. The period is two years from delivery, reducible to one year by express written agreement. Without that clause in the contract, the default two-year warranty applies. The warranty must be stated on the invoice or in the purchase agreement. For full details, you can review the guide on legal and commercial warranties on used cars.
Correct tax scheme on the invoice. If you bought the car from a private individual, you can apply the REBU (Special Scheme for Used Goods) and the invoice does not break down the VAT. If you bought it with deductible VAT from another professional, you must charge 21% VAT on the sale. The scheme applied must be expressly stated on the invoice. The Tax Agency may request proof of purchase to verify consistency between the declared scheme and the vehicle's origin.
Notification of sale to the DGT. Even if the change of ownership is processed by the buyer or the agency, the dealership must notify the DGT of the sale at the time of signing the contract. This protects them from receiving fines or IVTM bills for a vehicle that is no longer theirs if the buyer delays in processing the transfer.
What to do when a document is missing
Lost registration certificate. Request a duplicate at the DGT's electronic office with a digital certificate or in person at the Traffic Headquarters. Cost: approximately 20 euros. Without it, the transfer cannot be processed.
Expired MOT. The car cannot be driven or transferred with an expired MOT. Options: pass it before the sale, or sell it with transport to the workshop if the buyer is a professional who agrees to take on that process. Under no circumstances can it be driven on public roads.
Active seizure or retention of title. The transfer remains blocked until the charge is cancelled. You must identify the seizing entity, pay or negotiate the debt and obtain the cancellation certificate. For the complete process, you can review the guide on how to remove a seizure from a car.
Pending finance retention of title. Request the cancellation letter from the financial institution and present it at the Personal Property Registry (Registro de Bienes Muebles) to register the cancellation.
Delivery checklist
Document | Mandatory | Action if missing |
|---|---|---|
Registration certificate | Yes | Request duplicate from DGT (€20) |
Technical sheet with valid MOT | Yes | Pass MOT before sale |
Invoice with correct tax scheme | Yes | Issue before delivery |
Proof of change of ownership | Yes | Process with agency or DGT office |
Vehicle free of charges | Yes | Verify with DGT report |
Written warranty on invoice | Yes | Include clause on invoice |
Full DGT report | No | Recommended before publishing |
Maintenance history | No | Provide if available |
Proof of IVTM (Road Tax) | No | Request from town hall |
Signed delivery receipt | No | Sign at the moment of delivery |
More than 750 dealerships already use Dealcar to manage their daily operations
Dealcar automatically generates the purchase invoice with the correct tax scheme (VAT or REBU), the delivery receipt digitally signed by the buyer, and keeps the complete file of each vehicle with all documentation. With every sale correctly documented, the dealership is protected against any subsequent claims.
Manage all your dealership transactions from one single place. Find out more at dealcar.io/gestoria.
If you want to see how it works, you can book a free demo at dealcar.io.
Frequently asked questions
Can I sell a car with an expired MOT if another dealership buys it?
Yes, under certain conditions. A sale between professionals can be completed with an expired MOT if the buyer takes on the procedure and the vehicle is transported (not driven) to the workshop. This must be reflected in the contract.
Is a private contract enough or do I need an invoice?
If you sell as a professional you must issue an invoice that complies with Tax Agency requirements. A private contract is not sufficient for tax declaration purposes.
Who processes the change of ownership?
It can be managed by either party. In practice, most dealerships process it themselves or through an agency, which simplifies the process for the buyer and reduces the risk of the transfer not being completed on time.
What happens if the buyer does not process the transfer?
The car will continue to appear in the dealership's name in the DGT records. Fines and the following year's IVTM (Road Tax) will be sent to the dealership. That is why it is important to notify the DGT of the sale at the time of signing the contract, regardless of who processes the transfer. To understand how to protect yourself in this scenario, you can consult the article on who pays the IVTM when selling a car.
How long must I keep the documentation for each sale?
For at least five years from the date of the sale. The Tax Agency and consumer protection bodies may request documentation from past transactions within that period.
