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Prescribed forms for the motor industry 

Amendments to prescribed forms

 

The Motor Dealers and Repairers Amendment (Miscellaneous) Regulation 2017 commenced on 29 September 2017. The Regulation made changes to dealer’s notices and registers for dealers and recyclers. The prescribed forms, incorporating these changes, have been included below for immediate use by industry.

The prescribed forms, immediately in force before the Regulation commenced on 29 September 2017, can continue to be used for a period of four months. A Statement of Regulatory Intent also continues to apply to the use of dealer’s notices prescribed prior to 8 July 2016 and repealed Form 2A for recyclers for this four month period.   

View or download the Statement of Regulatory Intent in PDF format (size: 254kb) 

Motor Dealers 

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.

Form 1: Motor Dealer’s Register 

A motor dealer is required to keep a register in the prescribed form at their place of business. A register can be kept in writing or electronically.

A register that is kept in writing must be kept in a book, or series of books, that comply with the following requirements:

  1. each book must consist of pages permanently bound together,
  2. each book must bear on its front cover a number corresponding to its number in the series (such as Book 1, Book 2 and so on),
  3. each book must be used for the purposes of one kind of register and for no other purpose.

A register that is kept electronically must be kept on software that ensures that:

  1. is capable of being displayed and printed, on demand, at each place of business,
  2. when it is displayed and printed, each page in the register is in the form prescribed for the register, and
  3. includes the date on which each record in the register was made.

It must also ensure that, in the event any information in the register is amended or deleted, a record is kept that:

  • of the information in the form in which it was before the amendment or deletion, and
  • the date on which the information was amended or deleted.

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

Form 5: Motor Dealer’s Notice 

This form must be displayed on a second-hand vehicle that is offered and displayed 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 

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  law. 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 

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 

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.

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. 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  

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 

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 

A motor vehicle repairer is required to keep a register in the prescribed form at their place of business.

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

A register that is kept in writing must be kept in a book, or series of books, that comply with the following requirements:

  1. each book must consist of pages permanently bound together,
  2. each book must bear on its front cover a number corresponding to its number in the series (such as Book 1, Book 2 and so on),
  3. each book must be used for the purposes of one kind of register and for no other purpose.

A register that is kept electronically must be kept on software that ensures that:

  1. is capable of being displayed and printed, on demand, at each place of business,
  2. when it is displayed and printed, each page in the register is in the form prescribed for the register, and
  3. includes the date on which each record in the register was made.

It must also ensure that, in the event any information in the register is amended or deleted, a record is kept that:

  • of the information in the form in which it was before the amendment or deletion, and
  • the date on which the information was amended or deleted.

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.

A register that is kept in writing must be kept in a book, or series of books, that comply with the following requirements:

  1. each book must consist of pages permanently bound together,
  2. each book must bear on its front cover a number corresponding to its number in the series (such as Book 1, Book 2 and so on),
  3. each book must be used for the purposes of one kind of register and for no other purpose.

A register that is kept electronically must be kept on software that ensures that:

  1. is capable of being displayed and printed, on demand, at each place of business,
  2. when it is displayed and printed, each page in the register is in the form prescribed for the register, and
  3. includes the date on which each record in the register was made.

It must also ensure that, in the event any information in the register is amended or deleted, a record is kept that:

  • of the information in the form in which it was before the amendment or deletion, and
  • the date on which the information was amended or deleted.

View or download in PDF format:

Motor Vehicle Recyclers 

A motor vehicle recycler is required to keep a register in the prescribed form at their place of business.

A register that is kept in writing must be kept in a book, or series of books, that comply with the following requirements:

  1. each book must consist of pages permanently bound together,
  2. each book must bear on its front cover a number corresponding to its number in the series (such as Book 1, Book 2 and so on),
  3. each book must be used for the purposes of one kind of register and for no other purpose.

A register that is kept electronically must be kept on software that ensures that:

  1. is capable of being displayed and printed, on demand, at each place of business,
  2. when it is displayed and printed, each page in the register is in the form prescribed for the register, and
  3. includes the date on which each record in the register was made.

It must also ensure that, in the event any information in the register is amended or deleted, a record is kept that:

  • of the information in the form in which it was before the amendment or deletion, and
  • the date on which the information was amended or deleted.

The list of prescribed parts 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

Motor vehicle repairer and recyclers who sell vehicle engines are required to issue the buyer with a receipt (containing duplicate copies of consecutively numbered receipt forms) containing

  1. Date of disposal
  2. Description of the engine
  3. Number marked on the engine
  4. The persons name and address. 

The receipt book must be kept for a period of 6 years.

Form 3: Motor Vehicle Recyclers Register 

This register is used when acquiring prescribed vehicle parts.

View or download in PDF format:

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Form 3A: Motor Vehicle Recyclers Register (Whole Vehicle) 

This register is used when acquiring whole vehicles.

View or download in PDF format:

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