Dealer Communication Policy

Dealer Communication Policy (Virtual-Only Rule)

Purpose
To ensure all communication with dealerships is professional, honest, and consistent, and that every team member clearly represents who they are and what they are doing in the transaction.

1. Roles and Representation

• Facilitators act as vehicle acquisition representatives for our companies and clients.

• When speaking to a dealership, you must:

  • Use your real name.

  • Clearly state the legal entity you are representing if asked (e.g., “[Corp Name] is purchasing this vehicle.”).

  • Never misrepresent yourself as a private consumer if you are acting on behalf of a business or client.

2. What You Can Say About Use and Resale

• Our business involves purchasing vehicles that may be:

  • Retained,

  • Resold, or

  • Placed with clients who may be inside or outside Canada.

• If a dealership asks about the intended use of the vehicle, acceptable responses include:

  • “The vehicle is being purchased for resale by our company.”

  • “We work with various clients and markets. The vehicle may be resold or exported depending on our client’s needs.”

You must not:

• Make false statements about where the vehicle will go.

• Promise that a vehicle will remain in Canada if that is not guaranteed.

• Hide that you are purchasing as part of a business or brokerage operation if asked directly.

3. Handling Dealer Export Policies

Some dealers and manufacturers have their own policies regarding export and resale.

If a dealer or finance manager says:

• “We cannot sell to exporters,”

• “We cannot sell if the vehicle will be exported,” or

• “You must keep the vehicle in Canada for X months,”

then:

1. Do not argue or attempt to bypass their policy by misrepresenting facts.

2. Advise them politely:

   • “We purchase vehicles for resale and may serve international clients, so we can only proceed under terms that allow that. If that conflicts with your policy, we will respect that and not move forward.”

3. If their policy does not work for us, end the deal professionally and look for another store.
   
   

4. Professionalism Standards

Every interaction with a dealership must be:

• Respectful

• Clear and concise

• Documented where possible (email recaps, signed BOS, written approvals)
  
  

Do not:

• Harass staff with excessive calls or messages.

• Pressure staff to alter documents, remove legitimate clauses, or misstate facts.
  
  

5. Escalation

If a dealer:

• Raises concerns about export or resale,

• Wants to add unusual conditions, or

• Requests information you are unsure about,
  
  

then:

1. Pause the negotiation.

2. Contact a Sales Manager / Controller within our company.

3. Do not sign or agree to any terms you do not fully understand.