VIEW UPDATE BUYERS LIST
SOP — Bill of Sale (BOS) Requirements & Process
Purpose:
Ensure every Bill of Sale is complete, accurate, and includes the information required for payment, transport scheduling, and record keeping.
Year / Make / Model / Trim
VIN
Exterior and Interior Colour
Mileage (NEW units must show delivery KM)
Full purchase price
Dealer fees itemized
Applicable taxes
Total payable
Seller legal entity
Buyer corporation legal name
Full addresses for both parties
Sales representative name and contact details
Delivery date or transport pickup date must be included
Transport must be listed as "Buyer Arranged Transport"
These details ensure timely pickup once payment is completed
A copy of the final Bill of Sale is forwarded to the transport carrier to coordinate the pickup
Transport completes a circle-check before pickup and after dropoff
Any condition concerns must be reported to our team before transport leaves the dealership
NEW vehicles do not carry liens
Used vehicles must show:
“Clear Title”
or “Lien to be discharged upon payment”
Any lien wording on a NEW vehicle is not acceptable and must be corrected before payment
The following examples cannot appear on the Bill of Sale because they interfere with the transfer of ownership or release of the vehicle:
Examples that must be corrected:
“Vehicle not for export.”
“Buyer agrees not to resell.”
“Dealer holds lien until registration.”
“Dealer must arrange transport only.”
“No third-party pickup.”
“Vehicle cannot leave province.”
“Return for inspection before release.”
“Dealership retains interest after sale.”
“No assignment of ownership permitted.”
“Release after plates or registration.”
Acceptable corrections:
“Buyer is responsible for all post-sale logistics.”
“Upon payment, title transfers to buyer.”
“Transport: Buyer Arranged Transport.”
“Vehicle will be released once payment is confirmed.”
“Authorized carrier may pick up with proper ID and paperwork.”
Policy:
Payment is only released once a clean, final Bill of Sale is received with all required details.
For out-of-town and corporate / trust-funded purchases, the Bill of Sale must clearly show:
That transport is arranged by the buyer; and
That payment is coming from a business / trust account, not a random personal account.
Add the following to the dealer’s Bill of Sale (in the notes / comments section):
Required Transport Wording
Transport:
“Transport: Buyer Arranged Transport.”
“Vehicle will be picked up by buyer’s authorized carrier: [Transport Company Name].”
“Dealer is authorized to release the vehicle to the carrier on buyer’s instructions once payment is confirmed.”
Required Funding Wording
Payment / Funding:
“Payment will be made by bank wire from [Buyer Corporation Name] (business / trust account).”
“Funds are remitted from a corporate / trust account for business use and tax / accounting records.”
These lines make it clear, for the dealer file and for CRA support later, that:
The buyer is a business (or trust) using business funds;
The pickup is being handled by the buyer’s own transport; and
The transaction is a normal business purchase, not an unrecorded personal flip.
You can send this to the dealer and ask them to paste it into the BOS “Notes” section:
Notes:
Vehicle will be picked up by buyer-arranged transport. Authorized carrier: [Transport Company Name] may collect the vehicle on behalf of the buyer with proper ID and paperwork.
Payment will be made by bank wire from [Buyer Corporation Name] (business / trust account). Funds are being remitted from a corporate / trust account for business use and tax / accounting purposes. Title transfers to the buyer upon confirmation of cleared funds and the vehicle may then be released to the authorized carrier.
We do not ask dealers to misstate:
Buyer province
Delivery / pickup location
Price or taxes
Final GST / HST / provincial tax treatment is determined by:
Dealer’s province
Buyer’s province / registration
Delivery location on the BOS and invoice
Our job is to make sure:
The Bill of Sale matches reality;
The buyer (individual or corporation) is correctly named;
The payment source (corporate / trust account) is documented; and
The transport is clearly shown as “Buyer Arranged Transport.”
Step 1 — Receive Draft BOS
Check for accuracy, correct title wording, correct dates, and required details.
Step 2 — Internal Review
Confirm buyer corporation name, pricing, mileage, and transport details.
Step 3 — Approval
Request final signed BOS once draft is correct.
Step 4 — Final BOS Received
Save into VIN folder and confirm all information is accurate and complete.
Step 5 — Payment Release
Payment is wired through our numbered corporation once final BOS is verified.
Step 6 — Post-Payment
Dealership provides:
Payment receipt
NVIS / ownership documentation
Release documents for transport