Self assessment checklist - motor car traders

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This checklist is designed to help you comply with your record-keeping obligations under the Motor Car Traders Act 1986, Motor Car Traders Regulations 2018 and the Australian Consumer Law.

It is not a comprehensive list of all your obligations as a licensed motor car trader. However, this information and evidence of documentation is what an inspector may ask to see during an inspection.

Sign and licence

  • LMCT sign displayed?
    The sign must include the words ‘licensed motor car trader’ or ‘LMCT’ and your LMCT number. It must be legible and clearly visible to people entering your business premises.
  • LMCT licence displayed?
    You must have your original licence certificate or a copy prominently displayed and visible.

Prices and forms

  • Total price (‘drive away’ price) clearly and obviously displayed on each vehicle?
    A total price includes transfer fees, stamp duty and any applicable registration or other fees.
    You must display the total price at least as prominently as any representation or advertisement of a component of that price.
  • Correct window form (Form 4) displayed on used vehicles?
  • On Form 4, have you indicated whether the vehicle is automatically covered by a statutory warranty under the Motor Car Traders Act 1986?
    On each Form 4 you complete, you must tick the relevant box to indicate whether the motor car is automatically covered by a statutory warranty under section 54 of the Motor Car Traders Act 1986.
  • Contracts of sale include all the prescribed information?
    You must ensure the contracts you use include the information prescribed by the Motor Car Traders Regulations 2018.
  • Retained signed contracts of sale and signed Forms 4 and 5 for your records?
  • Obtained an employee declaration (Form 3) from each of your customer service employees who started after 1 January 2009?
    Use Form 3 to help ensure that a person is not prohibited from being employed under Section 35A of the Motor Car Traders Act 1986.
    You must keep the Form 3 for your records. You do not need to send it to the Business Licensing Authority.
  • Retained a copy of a police check on each of your customer service employees?
    The police check must be: 
    • not more than six months old before the person started their employment, or
    • obtained and provided to you within six weeks of the person starting their employment.

Dealings book

Is your dealings book:

  • on the premises?
  • up to date?
  • an accurate record of the following information required in Form 2 (Dealings book) for each vehicle:

Acquisition details

  • Registration number (or, if unregistered, trader's stock number)
  • Make/model
  • Type of vehicle
  • Build date if it appears on the vehicle
  • Compliance date
  • Vehicle identification number (if the vehicle identification number is not available, other number that can identify the vehicle)
  • Date of acquisition
  • Odometer reading
  • Name and address of person the vehicle was acquired from
    or
    Name and address of the auction business the vehicle was acquired or received from
  • Security interest (if any) held by
  • Amount of security interest (if any) paid out in discharge
  • Date security interest was paid (if any)
  • Signature of person the vehicle was acquired from
    or
    Signature of the person authorised to sign on behalf of the auction business the vehicle was acquired or received from

Disposal details

  • Sold to (name and address)
  • Date of delivery
  • Odometer reading
  • Roadworthiness certificate number and date
  • Date notice of acquisition sent to roads corporation (VicRoads)
  • Date notice of disposal sent to roads corporation (VicRoads)
  • Date registration was cancelled and plates returned (if applicable)

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