Ontario Dealer Bill of Sale: What It Must Include

The bill of sale is the document that matters most when something goes wrong. If a customer complains to OMVIC, or a deal ends up in front of an arbitrator, the contract is what everyone reads first. OMVIC tells buyers there’s no cooling-off period on a dealer purchase (OMVIC), which puts the weight on getting the contract right at signing.

In Ontario, what a dealer’s bill of sale must contain is set out in detail in Ontario Regulation 333/08 under the Motor Vehicle Dealers Act, 2002 (e-Laws). Here’s a plain-language checklist. It’s a guide, not legal advice: for anything unusual, read the regulation or ask OMVIC.

The parties

• The buyer’s name and address.
• Your registered dealer name and OMVIC registration number, and your legal name if it’s different.
• The business address where the contract was made.
• The salesperson’s registered name and registration number.

The vehicle

• Make, model, model year and trim, colour, body type and VIN.
• The odometer reading, or for a used vehicle where the true distance can’t be confirmed, the prescribed statement saying so.
• The date of sale and the delivery date (or how it will be determined).

The price, itemized

• For a new vehicle: the MSRP, an itemized list of options with their MSRP, and the total.
• An itemized list of every charge needed to complete the deal: freight, PDI, fees and levies.
• Anything included at no charge, such as a warranty or service plan, with its retail value.
• The total sale price, the deposit, the balance owing, and other amounts due on delivery such as taxes and licensing.
• If you pass on the OMVIC transaction fee, it can’t be more than $22, the fee since September 1, 2025 (OMVIC).

Make sure the total matches what you advertised. In Ontario, the advertised price must already include every fee except HST and licensing (OMVIC).

Disclosures

Section 42 of the regulation lists the facts a dealer must disclose in writing on the contract. The ones that come up most:

• Previous use as a daily rental, police or emergency vehicle, or taxi or limousine.
• Damage: fire, flooding up to the floorboards, structural damage, or any incident where repairs cost more than $3,000.
• Branding: irreparable, salvage or rebuilt.
• Registration outside Ontario, naming the jurisdictions, unless the vehicle has been registered in Ontario for at least seven years in a row.
• Needed mechanical repairs to the engine, transmission or power train, suspension, electrical or fuel system, air conditioning and other listed components.
• Missing or non-working airbags or anti-lock brakes, a cancelled manufacturer’s warranty, and whether it was declared a total loss or recovered after a theft.
• Anything else a reasonable buyer would want to know before deciding.

This is where accuracy matters most. If you fail to accurately disclose the kilometres, rental, police or taxi use, the make, model or year, or the branding, the buyer can cancel the contract within 90 days of taking delivery, even if you didn’t know (O. Reg. 333/08, s. 50).

Trade-ins

For each trade-in: the owner, the date, make, model, trim, year, colour, VIN and body type, the odometer reading, the amount credited, the owner’s own disclosure statement, and whether you’re paying off a loan or other bill on it.

Used-vehicle specifics

• An itemized list of repairs you made or will make, and any cost to the buyer.
• Either the safety standards certificate statement, or, if the vehicle is sold “as-is”, the prescribed as-is statement initialled by the buyer. You can’t sell a vehicle as-is if a current safety certificate has been issued for it.

Required statements

• “Sales Final”, beside the buyer’s signature, in the prescribed wording and type size.
• “Important Information Respecting Motor Vehicle Sales”, which tells the buyer about OMVIC and the Motor Vehicle Dealers Compensation Fund, with OMVIC’s contact details.
• The CAMVAP statement, simplified for contracts from January 1, 2025 (OMVIC). For used vehicles it’s required when the vehicle is the current model year or one of the four before it and has under 160,000 km.
• The financing disclosure statement, and a statement initialled by the buyer if you or the salesperson receive a commission for arranging financing.

One contract per vehicle, signed by the buyer and the salesperson, with a copy to the buyer immediately after signing.

Can it be electronic?

Ontario’s Electronic Commerce Act, 2000 lets a contract be made and signed electronically, and vehicle sale contracts aren’t on its list of exclusions (e-Laws). The dealer regulation’s format rules still apply to an electronic contract: the required statements, their placement, and a copy to the buyer right away. OMVIC’s record-keeping guideline accepts electronic records kept in a printable format such as PDF for six years (OMVIC).

Private sales are different

A private seller in Ontario has to give the buyer a Used Vehicle Information Package, and the buyer pays retail sales tax at ServiceOntario (Government of Ontario). Registered dealers don’t need to provide the package (Government of Ontario), but their contract carries the much longer list above.

How Carpages helps

Bill of Sale is built into the Carpages Dealer Dashboard for Ontario UCDA members. It fills in the UCDA retail (41566) and wholesale (41358) forms from the vehicle in your inventory, with the OMVIC fee, HST on the net difference after a trade and the licence fee calculated for you. Print it, save a PDF or email it to your customer. Less retyping means fewer errors on the document that matters most.