Documents for a License Plate Transfer: Get It Right First Time

First, know the difference: transferring a car is not the same as moving a registration number

Buying a whole used car means transferring ownership of the vehicle, and the registration number goes with the car automatically. Buying only a beautiful number means moving a number from one car to another. These two use different application forms and different sets of documents.

In practice, most buyers of beautiful numbers want the second: to take just the number and put it on their own car. The process therefore involves both the source car releasing the number and the destination car receiving it.

The details of the forms and conditions vary depending on whether the number came from an auction or is an ordinary number, and on the regulations in force at the time. Always confirm the document list with the land transport office where you will file before you go. This article gives an overview to help you prepare; it is not an official government notice.

Documents from the transferring party

The original vehicle registration book of the car that currently carries the number is essential. If the book is held by a finance company, you must first request the book and a letter of consent.

The transferring party's national ID card, with a copy signed and certified as a true copy. If the name or surname on the card does not match the registration book, evidence of the name or surname change must be included.

The application form, fully signed as required by the officials, and a sale agreement or proof of sale that clearly states the parties and the price, which also affects the calculation of stamp duty.

A power of attorney with a copy of the attorney's ID card, if the transferring party is not going in person. Use a form whose wording covers every step that needs to be carried out.

Documents from the receiving party

Your original national ID card with a signed certified copy, and an address that matches the information to be used for registration. If your current address differs from the one on your card, ask the officials whether additional proof is needed.

The vehicle registration book of the car that will receive the number, with complete vehicle details, because officials must check that it is the same vehicle type that the number can be used on.

A power of attorney if someone else will file on your behalf, and any other supporting documents the officials request in each case.

Companies and powers of attorney

A company must provide an up-to-date company certificate issued within the period specified by the officials, a copy of the ID card of each authorised signing director, and the company seal as stated in the certificate.

The most common mistake for companies is that the signing director is not an authorised signatory under the certificate, or not all required directors sign when joint signatures are needed. Check the wording of the certificate carefully before signing.

A power of attorney should define its scope broadly enough to cover every step, from filing the application and collecting the plate to getting the registration book back. If the scope is too narrow, the attorney may be unable to complete the next step and you will have to draw up a new document.

Cars under finance

If the car is still being paid off, the registration book is held by the finance company as the legal owner. Any process that requires the book therefore needs the company's consent and the book released first, and each company has different conditions and timeframes.

We recommend contacting the finance company before you pay any deposit, not after money has changed hands, because if it refuses or approves slowly, your whole plan will be delayed.

Some companies charge a fee for issuing documents or temporarily releasing the book. Ask clearly from the start so you can include it in your budget.

The process at the land transport office and the deadline to notify

The process, roughly, is: file the application with your documents, officials check them for accuracy, the vehicle may be inspected in some cases, pay the fees and duties as notified, then wait to receive the plate and the updated registration book.

The law sets a deadline for notifying the transfer within a specified period from the date of transfer, and late notification may incur a fine. Check the current deadline and fine rates directly with the Department of Land Transport (DLT), as this information can be updated.

Do not forget to notify your insurance company so it can update the registration number on your policy, because a mismatched number could cause problems when you make a claim. Also check that your annual vehicle tax documents remain valid as normal.

Mistakes that send you home to start again

Copies not signed and certified as true copies, or signed with a signature that does not match the one on the ID card. This is the most common cause, and the easiest to fix if you check before leaving home.

A name or surname in the registration book that does not match the ID card because it was changed but never updated in the book. You need to bring proof of the name change.

A power of attorney whose scope is too narrow, or one that has expired under the conditions set by the officials.

Trying to use a number from one vehicle type on a different vehicle type, which is not allowed under the regulations. Check that the plate's vehicle type matches your car before you reserve.