VIEW UPDATE BUYERS LIST
Purpose
To ensure all Buyer Contractor Agreements are consistently applied, compliant, and stored for audit readiness by the Buyer (e.g., 123456 Ontario Inc.), when hiring a Facilitator/Agent (an individual).
Every vehicle transaction handled by the Buyer (123456 Ontario Inc.) requires a Buyer Agreement on file.
This agreement documents the understanding between:
Buyer → 123456 Ontario Inc.
Facilitator/Agent → individual hired to source, coordinate, and deliver the vehicle on behalf of the Buyer
The agreement covers:
Vehicle coordination & delivery
Payment responsibilities
Recordkeeping & compliance obligations
There are two versions of the Buyer Agreement:
Standard Buyer Agreement — for regular (non-Indigenous) clients
Status Buyer Agreement — for Indigenous clients using a valid Status Card for tax exemption
Each agreement must be completed, signed, and stored in the VIN folder for that specific deal.
When to Use:
For all non-Indigenous buyers or any deal where no tax exemption applies.
Key Points:
Agreement is between the Buyer (123456 Ontario Inc.) and the Facilitator/Agent (individual)
Sets out roles: Buyer is principal, Agent is acting on instructions only
Facilitator fee shown as a flat rate or agreed amount (not tied to vehicle price)
Clarifies Facilitator/Agent is not a licensed dealer, but a contracted service provider
Must be signed and dated by both parties before delivery or completion of payment
Required Attachments (per VIN folder):
Dealer invoice / Bill of Sale
Proof of payment (deposit slip, wire confirmation, draft, etc.)
Signed Buyer Agreement (PDF)
Communication notes (if special terms apply)
When to Use:
For Indigenous clients where tax exemption under the Indian Act applies.
Key Points:
Agreement is between 123456 Ontario Inc. (Buyer) and the Facilitator/Agent (individual)
Buyer must provide a copy of their Status Card (front & back)
Band name + registration number recorded in agreement
Tax exemption applies only if:
Vehicle delivered to reserve lands, or
Dealer is located on reserve, and
Documentation confirms this (delivery receipt, dealer statement, etc.)
Facilitator fee is fixed (flat rate or agreed amount)
Includes indemnity clause protecting 123456 Ontario Inc. if exemption is later denied
Required Attachments (per VIN folder):
Signed Status Buyer Agreement
Copy of Status Card (front & back)
Proof of on-reserve delivery or dealer statement
Dealer invoice / Bill of Sale
Payment proof + receipt for facilitator fee
Communication confirming exemption
All documents must be stored in the correct VIN folder using the format:
[VIN] – [Buyer LastName] – [DealerName]
Example: 3GCUDEED9RG123456 – Johnson – SmithChevrolet
Inside each VIN folder include:
/Docs/BuyerAgreement.pdf
/Docs/BOS_Invoice.pdf
/Docs/StatusCard/ (if applicable)
/PaymentProof/
/DealerChat/ or /Screenshots/
Upload the signed Buyer Agreement PDF to the Google Sites page directly below its corresponding text block.
Buyer name (123456 Ontario Inc.) must match all dealer paperwork
Facilitator compensation is a service fee only — not a rebate or discount
CRA requires all records to be retained for 6 years after fiscal year-end
For Status deals, delivery location must be clearly documented or taxes will apply
Before marking a deal complete, confirm:
Correct Buyer Agreement version used
Buyer (123456 Ontario Inc.) + dealer info fully completed
Facilitator/Agent signature + date present
Backup files uploaded in VIN folder
Files downloaded as zip and emailed to manager & controller