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Paperwork and ownership , Buying a used car , Selling your car , Importing a car · Updated 2026-10-18

Car paperwork overview: what you need and when

Cars come with paper, and the paper matters. Missing or wrong documents can block a sale, cause trouble at a check, or void an insurance claim. This overview explains the kinds of documents that usually belong to a car and the moments when you need them. The names, forms and offices differ by country, so we do not list them. Check with the competent authority for the exact documents where you live.

Documents that prove who the car is

Every car has an identity: the VIN, the make and model, the year and the technical details. Usually one document records this, together with the owner or keeper. The number on the paper must match the number on the car and the data plate. Learn where to find it in understanding the data plate and reading a VIN. Our VIN checker helps you see what the number says about the car.

Documents that prove who owns it

Ownership is shown by registration papers, a purchase contract, or both, depending on the country. When you buy a used car, the seller must be the person the papers name, or have a proper authorisation. Ask whether there is a loan, lien or other claim on the car. Details about what to ask are in documents when buying.

Documents that show the car is allowed on the road

Most countries require some form of periodic technical check, and proof that the car passed. There are also rules about emissions and equipment. Keep the latest proof with the car papers, and note the date of the next check. A reminder in My Garage helps you not forget it.

Insurance

You usually need valid insurance before driving, and you should be able to show proof. Keep a copy of the policy and the contact numbers for claims. If you change the car, your address or how you use the car, tell the insurer; wrong information can cause problems at the moment of a claim. For background, read insurance types explained.

The service history

A service book, invoices and stamps show how the car has been looked after. Unlike the other documents, they are not usually required by law, but they are valuable when you sell. A car with a complete history is easier to trust and often easier to sell. See the service book for how to keep records.

The purchase contract and payment proof

When you buy or sell, put the agreement on paper. A contract usually includes the names of both parties, the identity of the car, the price, the mileage, the date, the condition and any agreed extras. Both sides sign, and each keeps a copy. Keep proof of payment too. If a dispute arises later, a clear contract and a receipt are your best evidence. Rules for contracts and transfers differ by country.

Selling: what to hand over

When you sell, you typically hand over the registration papers, the keys, the service history, manuals and any spare keys, as well as copies of the contract. After the sale, the transfer of ownership should be recorded with the competent authority. Do the formal steps promptly, so you are not responsible for the car after you have sold it. See selling your car step by step.

Importing: extra documents

An imported car adds papers: proof of purchase, export or de-registration documents from the previous country, customs paperwork, proof that taxes or duties were paid, and the documents needed for a local technical check and registration. Keep originals safe and photograph everything. See the import roadmap for the order of steps.

How to keep your papers in order

1. Keep a folder, physical or digital, with the identity, ownership, insurance and check documents.
2. Take photos or scans of every document and store them somewhere safe, apart from the car.
3. Do not keep every original in the glove box. If the car is stolen, so are the papers.
4. Carry only what the law requires you to have with you; check the local rule.
5. Note deadlines for inspections and insurance, and set reminders ahead of time.

The buying checklist includes a paperwork section you can use when viewing a car.

Warning signs on paper

• Names, numbers or dates that do not match between documents.
• Pages that look altered, or copies instead of originals when originals are needed.
• A seller who is not the owner and has no authorisation.
• A seller who will not let you check the papers before paying.

If any of these appear, pause the sale and ask. Read scams and fake ads for more.

What to remember

• Documents must match the car, the owner and each other.
• Keep copies and a list of deadlines.
• Put every sale and purchase in a signed contract with proof of payment.
• Rules and forms differ by country, so check with the competent authority.
• Do not pay until you have seen and checked the papers.

Beginner Checklist Documents Import Insurance Selling Used car