The Ontario Deal File Checklist (printable)
Every document a complete Ontario deal jacket needs, on one page. Print it, tape it where the deals happen, and stop losing afternoons to incomplete files. Built from the full deal file guide and the MVDA record rules — no email required to use it.
The Ontario Deal File Checklist
One vehicle · one buyer · one fileThe contract
- Signed bill of sale — all-in price, every fee itemized
- As-is statement initialed (if sold as-is)
- Safety standards certificate docs (if certified)
The buyer
- Proof of buyer's identity
- Financing / credit application documents
- Deposit and payment records
The vehicle
- Vehicle history report (Carfax or similar)
- Lien search — and proof any lien was paid out
- Written s.42 disclosures on the contract (accidents over $3,000, rental/taxi/police use, brands, panels, odometer…)
The trade-in
- Trade appraisal and vehicle details
- Trade-in lien payout record
- Incoming garage register entry for the trade
Closing it out
- Delivery acknowledgement + odometer at delivery
- Transfer / registration records
- Garage register entry — vehicle out
The rules to remember
- Keep the complete file 6 years (O. Reg. 333/08)
- Advertised price = all-in, except HST + licensing
- If you had to think about disclosing it — write it down
Complete = a stranger could reconstruct the deal without asking you anything.lotjacket.ca/deal-file-checklist
General information for Ontario used-car dealers, not legal or compliance advice. Rules change — confirm current requirements with OMVIC or a qualified advisor.