Selling a car in Western Australia involves more than agreeing on a price and handing over the keys. Having the correct paperwork ready can make the process easier and help avoid ownership or registration issues later.

Whether you are selling privately, trading in an older vehicle or contacting a vehicle buyer such as Car Cashiers. It is useful to understand which documents are required, which are optional.

Vehicle Licence Papers and Registration Details

Keep its vehicle licence information available when arranging the sale. These details help identify the vehicle and complete the ownership transfer.

You may need information such as:

• Vehicle registration or plate number
• Make, model and year of manufacture
• Vehicle Identification Number (VIN) or chassis number
• Engine number, where applicable
• Current odometer reading
• Vehicle licence expiry date

These details are relevant when completing the vehicle transfer process. If you cannot find your paper licence documents, check your available vehicle records or DoTDirect account for the information you need.

Notification of Change of Ownership – MR9 Form

The form has different sections for the seller and buyer. Both parties need to complete and sign the relevant details. The seller must submit their copy to the Department of Transport and Major Infrastructure within seven days of the sale. The buyer receives their copy and the applicable vehicle licence papers.

Certain situations, including company transfers, joint ownership and vehicles with optional plates, may require the paper process.

Check the current requirements before choosing your transfer method.

Official information: https://www.transport.wa.gov.au/licensing/vehicle/buy-sell-transfer/sell

Proof of Identity and Ownership Information

Keep suitable identification available and make sure the name and ownership details match the relevant vehicle records.

Depending on the circumstances, additional documents may be needed. For example:

• A driver’s licence or other suitable identification
• Company documents if the vehicle belongs to a business
• Estate or authority documents if you are selling on behalf of someone else
• Power of Attorney documents where applicable

Not every sale requires the same identification documents. If someone else is handling the sale for the registered owner.

Service History, Receipts and Maintenance Records

A service book is not generally a compulsory document for every car sale, but it can help explain the vehicle’s maintenance history.

If available, collect:

• Service book or digital service records
• Recent repair invoices
• Receipts for replacement parts
• Records of major mechanical work
• Previous inspection reports

These records can help a potential buyer understand how the vehicle has been maintained. They may also provide useful information about known mechanical issues.

If the vehicle has not been serviced regularly or has developed faults, be honest about its condition. Accurate information helps avoid misunderstandings during the sale.

Finance and PPSR Information

Before selling a vehicle, check whether there is outstanding finance or another registered security interest attached to it.

A Personal Property Securities Register (PPSR) check can help identify whether money is owing against a vehicle or whether it has been recorded as written-off or stolen.

In Australia, a PPSR vehicle search costs $2 when completed through the official PPSR website. If finance is outstanding, contact the lender to understand the payout amount and how the financial interest will be released before proceeding with the sale.

Do not assume that paying off a loan automatically updates every record immediately. Confirm the release arrangements with the finance provider.

A Written Receipt or Sale Agreement

For a private sale, preparing a written receipt is a sensible way to record what both parties have agreed.

Although the receipt is separate from the official vehicle licence transfer process, it provides a useful record of the transaction.

Include details such as:

• Seller’s and buyer’s names
• Vehicle make, model and registration number
• VIN, if available
• Sale date and agreed price
• Odometer reading
• Both parties’ signatures

Keep a signed copy for your records. A clear written agreement can help if questions arise later about the sale date, payment or vehicle details.

What If You Are Selling an Unregistered or Damaged Car?

The paperwork can differ when a vehicle is unregistered, written-off, damaged or no longer running.

For an unregistered vehicle, the normal transfer process for a currently licensed vehicle may not apply. You should still keep evidence of ownership, identify the vehicle correctly and prepare a written record of the sale.

For a damaged vehicle, retain any relevant insurance or repair information if available. If the car has been declared a write-off, check its status and any restrictions before arranging the sale.

If the vehicle is financed, make sure the lender’s requirements are addressed. Never assume that a damaged or non-running condition removes an existing financial obligation.

What Should You Do After Selling Your Car?

One of the most important responsibilities for a seller in Western Australia is notifying the Department of Transport and Major Infrastructure that they have sold or disposed of a licensed vehicle.

The seller must notify the department within seven days and provide the new owner’s name and address. This can generally be done online through DoTDirect or by using the applicable MR9 form.

Keep your sale receipt and relevant transfer records after the handover. Do not rely only on the buyer saying they will complete the transfer. Completing your own seller notification is an important step in recording that you are no longer the vehicle’s owner.’

Final Thoughts

Preparing the right documents can make selling a car in Western Australia much easier. The paperwork you need depends on whether the vehicle is licensed, unregistered, financed, privately sold or transferred under special circumstances.

Take time to check the vehicle details, record the sale accurately and complete the required notification within the correct timeframe. If you are unsure about a particular document or transfer requirement, use the official WA Department of Transport guidance before finalising the sale.