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Prescribed forms for the motor industry 

Motor dealers 

There have been a number of changes to the record keeping register and dealer notices that motor dealers must use for the vehicles they sell. The new register and dealer’s notices should be used from 1 December 2014 but there are transitional arrangements for existing licensed motor dealers.

Form 1: Motor Dealer’s Register 

Replaces previous Forms 1 and 2

The format for the dealer´s record keeping register has changed. The current record keeping registers for dealers have been consolidated into one form, which will also include vehicles sold by consignment. The new register should be completed in a similar manner to the previous registers.

Existing licensed motor dealers will be able to keep using their current registers (Form 1 and Form 2) until 1 September 2015.

View or download Form 1: Motor Dealer’s Register in PDF format (size: 41kb)

Motor dealer's notices 

Existing licensed motor dealers will be able to continue to use their existing stock of dealer notices until 1 May 2015. For further information, view or download the Statement of Regulatory Intent in PDF format (size: 1.4mb) issued by the Commissioner for Fair Trading.

There are also new forms that need to be used by dealers of trailers and caravans, see below.

In all cases, a motor dealer must not sell a motor vehicle or motor cycle for which a form applies unless the motor dealer and the buyer sign the form when the vehicle is sold. A copy of the form must also be provided to the buyer to keep.

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Form 5: Motor Dealer’s Notice 

Replaces previous Forms 4 and 8

This form must be displayed on a second-hand vehicle that is for sale. This form should also be used for the sale of demonstrator vehicles.

View or download Form 5: Motor Dealer’s Notice in PDF format (size: 96kb)

Form 6: Motor Dealer’s Notice – Damaged Vehicle 

Replaces previous Forms 6, 8 and 13

This form must be displayed on a second-hand vehicle that is for sale that has defects which are excluded from the dealer guarantees provided under the new law. A current inspection report for the vehicle must also be displayed with the form. This form should also be used when selling a new motor vehicle that is damaged. This includes new vehicles that have suffered water damage and/or the body or frames of the motor vehicle have been damaged.

View or download Form 6: Motor Dealer’s Notice – Damaged Vehicle in PDF format (size: 108 kb)

Form 7: Motor Dealer’s Notice for Motor Cycles 

Replaces previous Form 3

This form should be used when selling a second-hand motor cycle.

View or download Form 7: Motor Dealer’s Notice for Motor Cycles in PDF format (size: 157kb)

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Form 8: Motor Dealer’s Notice for Motor Cycles —Damaged Vehicle 

Replaces previous Form 5

This form should be used when selling a second-hand motor cycle that is damaged.

View or download Form 8: Motor Dealer’s Notice for Motor Cycles—Damaged Vehicle in PDF format (size: 145kb)

Form 9: Motor Dealer’s Notice (Trailers and Towable Recreation vehicles) 

This form must be displayed on a second-hand trailer or towable recreation vehicle (e.g. caravan) that is for sale. The requirement for dealers to display forms on second-hand trailers or towable recreation vehicles is a new requirement.

View or download Form 9: Motor Dealer’s Notice for Motor Vehicle (Caravans and Trailers) in PDF format (size: 109kb)

Form 10: Motor Dealer’s Notice - Damaged Vehicle (Trailers and Towable Recreation vehicles) 

This form must be displayed on a second-hand trailer or towable recreation vehicle (e.g. caravan) vehicle that is for sale and has defects. A current inspection report for the vehicle must also be displayed with the form. This form should also be used when selling a new trailer or caravan that is for sale and is damaged.

View or download in PDF format Form 10: Motor Dealer’s Notice—Damaged Vehicle (Trailers and Towable Recreation vehicles) (size: 93kb)

Form 11: Auction Notice  

Replaces previous Form 9

This form should be used when selling a motor vehicle at an auction.

View or download Form 11: Auction Notice in PDF format (size: 17kb)

Form 12: Cooling off period notice 

Replaces previous Forms 20 and 21

This form should be used when the consumer has bought a vehicle using dealer-linked finance.

View or download Form 12: Cooling off period notice in PDF format (size: 29kb)

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Motor Vehicle Repairers 

Under the current Motor Vehicle Repairs Act 1980, repairers are required to keep records of all traceable motor vehicle parts that are acquired. Repairers will now be required to keep records for prescribed parts in a set format. This brings the record keeping requirements of repairers in line with that of dealers and recyclers.

Until 1 September 2015, motor vehicle repairers will be able to download the prescribed record keeping forms free of charge from this webpage. Existing licence holders will have until 1 September 2015 to meet the new record requirements. In the meantime, they can keep following the current requirements under the Motor Vehicle Repairs Act 1980.

Form 2: Motor Vehicle Repairers’ Register 

Motor vehicle repairers will be required to include information about the following parts in the Motor Vehicle Repairers’ Register:

  • chassis
  • major body section
  • bonnet
  • right side door (front)
  • left side door (front)
  • right side door (back)
  • left side door (back)
  • hatchback door
  • boot lid
  • right front guard
  • left front guard
  • front bumper bar
  • rear bumper bar
  • engine/engine block
  • gearbox/transmission/transaxle (front wheel drive vehicles)
  • instrument cluster/odometer/hour gauge
  • car radio/tape/compact disc (CD equipment)
  • electronic navigation equipment
  • multimedia equipment
  • airbags and air curtains (side impact airbags)
  • alloy wheels
  • seats
  • finaldrive (differential for rear wheel drive vehicles)
  • headlights

View or download in PDF format:

Form 4: Motor Vehicle Repairer’s Register (Trailers and Towable Recreation Vehicles)  

Repairers of trailer and towable recreational vehicle (e.g. caravan) will also be required to keep records of certain second-hand parts that are acquired:

  • axles
  • external windows
  • doors
  • water heater
  • air conditioners
  • fridges
  • brake assembly
  • awnings

Motor vehicle repairers will be required to include in Form 2 or Form 4 the name and address of the person from whom the part was acquired/disposed to or the identity of the vehicles from which the prescribed part was removed/fitted. This is consistent with current requirements.

Motor vehicle repairers will also be required to mark on each part acquired the entry number from the register that relates to that part. This can be done using indelible ink or a durable label or tag.

View or download in PDF format:

Motor Vehicle Recyclers 

There are changes to the record keeping register that is kept by motor vehicle recyclers (previously known as auto-dismantlers and motor vehicle part reconstructors).

The previous Form 2A (Auto-dismantlers’ register for motor vehicles) and Form 2B (Prescribed parts register) have been consolidated into one form, covering both vehicles and parts. The new form should be completed in a similar manner to the current forms.

The prescribed parts list has also been updated to include seats, headlights, finaldrive and aircurtains. The new list includes:

  • chassis
  • major body section
  • bonnet
  • right side door (front)
  • left side door (front)
  • right side door (back)
  • left side door (back)
  • hatchback door
  • boot lid
  • right front guard
  • left front guard
  • front bumper bar
  • rear bumper bar
  • engine/engine block
  • gearbox/transmission/transaxle (front wheel drive vehicles)
  • instrument cluster/odometer/hour gauge
  • car radio/tape/compact disc (CD equipment)
  • electronic navigation equipment
  • multimedia equipment
  • airbags and air curtains (side impact airbags)
  • alloy wheels
  • seats
  • finaldrive (differential for rear wheel drive vehicles)
  • headlights

Until 1 September 2015 motor vehicle recyclers will be able to download the prescribed record keeping register free of charge from this web page. Existing licensed auto-dismantlers and motor vehicle parts reconstructors will also have until 1 September 2015 to comply with the new record keeping requirements, which includes the new additions to the prescribed parts list. In the meantime, they will be able to keep following the current requirements under the Motor Dealers Act 1974.

View or download in PDF format:

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