Vehicle Delivery Paperwork: A Complete Guide to Car Delivery and Documentation Required
When arranging car delivery in the UK, the complete guide to vehicle delivery paperwork explanation is required upon delivery and the necessary documents include the V5C registration document (logbook) issued by the DVLA or evidence that the vehicle is registered, the invoice or proof of purchase, delivery note and delivery date details, proof of ownership and proof that the vehicle is roadworthy such as an MOT certificate and service history; dealerships and private sellers must also provide the vehicle identification number (VIN) or registration number, mileage and condition of the vehicle at handover so you can inspect the individual vehicle before you accept delivery. Whether you are buying a used car, taking delivery of a new vehicle from a car dealership, collecting a leased car, or arranging collection and delivery with a delivery driver, documentation is required to show the registered keeper, registration certificate and registration date, vehicle excise duty (VED) status, and that the vehicle meets road safety standards — information you can often verify on the DVLA website or with the driver and vehicle licensing agency. To ensure you have the legal right to drive away, bring your driving licence or UK driving licence, insurance policy and any required lease papers, and check the invoice, delivery work records and delivery note at the time of delivery so there is evidence that the vehicle has been delivered, vehicle ownership has transferred and the vehicle is roadworthy and properly registered with the DVLA.
The Delivery Process
When arranging vehicle delivery in the UK you should prepare the V5C registration certificate (logbook), a valid MOT test certificate if applicable, proof of insurance, a VAT invoice or bill of sale, proof of identity and address for the recipient, and any customs or import paperwork for non-UK vehicles; the driver must also carry a valid driving licence and, where required, authorisation or written consent from the registered keeper to collect the car on their behalf.
Understanding Vehicle Delivery Paperwork Steps
Understanding vehicle delivery steps helps you prepare the necessary paperwork and avoid delays; when asking “what documents are required for vehicle delivery in the UK” you should have the V5C logbook (or a new keeper supplement if recently purchased), valid MOT certificate if the vehicle is over three years old, proof of identity (passport or driving licence), proof of address (utility bill or bank statement), insurance cover note or policy, the purchase receipt or bill of sale, and any export or customs paperwork if applicable — additionally the buyer or transporter may need vehicle tax evidence and an HPI report for added assurance before handover.
Read more about our other article, Car Transport Service: Find the Right Car Shipping Companies, for more information.
Preparing for the Delivery Day
On the day of vehicle delivery in the UK, be ready with the necessary paperwork to ensure a smooth handover: the V5C logbook or a V62 if ownership is being transferred, proof of identity such as a driving licence or passport, and a recent utility bill or bank statement as proof of address. Also bring the purchase invoice or order confirmation, the current MOT certificate (if applicable), evidence of insurance and vehicle tax, and any HPI or history check documents you requested. If the car is company-owned, have the company letter or authorisation and VAT paperwork; for private sales, carry a valid form of ID and the agreed payment receipt to confirm the transaction.
What Happens on Delivery Day?
On the day of delivery, whether you are collecting a new car or buying a used car, dealerships and delivery drivers will run through the delivery process to confirm that the vehicle has been delivered in the agreed condition and that all paperwork is required and present; this typically includes the V5C registration document (logbook) issued by the DVLA, the invoice or proof of purchase, delivery note, proof of ownership, proof of purchase, MOT certificate and tax and MOT status (VED/vehicle excise duty), and evidence of a well-documented service history and mileage — especially for a used vehicle — so you can inspect the VIN/vehicle identification number and registration number and confirm that the vehicle is roadworthy. You should bring your UK driving licence or other ID, insurance policy details and, if applicable, lease or finance documents; the dealership will often contact you to arrange delivery and may contact you to arrange delivery time of delivery or delivery date, request that you accept delivery and sign the handover and registration document, and advise you how the vehicle is registered with the DVLA and how to check the DVLA website for the registration date and V5C registration updates. It is a legal requirement for the registered keeper to ensure the vehicle meets road safety standards, so perform a basic inspection upon delivery, check the condition of the vehicle and service history, confirm that the vehicle has been properly cared for and that the vehicle is registered and that documentation is required for your records to establish vehicle ownership and your legal right to drive the car in the UK.
Essential Vehicle Delivery Paperwork Required
When arranging vehicle delivery in the UK, the exact essential documents you need depend on the type of vehicle and the circumstances of the sale; during car buying, you should ensure you have proof of ownership, MOT, and service history so the car has been properly cared for and cannot be sold as a car without records. Before organising the shipping process, contact the dealer to confirm which certified documents and ID are required to avoid delays and to verify the vehicle’s condition and legal status.
Documentation Needed for Buying
When buying a car in the UK the paperwork is required to complete vehicle delivery and ensure legal right of ownership: you should receive a proof of purchase such as an invoice, a delivery note showing the delivery date and time of delivery or delivery day, and the V5C registration document (logbook) issued by the DVLA — sometimes called the V5C — which proves the vehicle is registered with the DVLA and lists the registered keeper and the registration number; dealerships and delivery drivers must also provide evidence that the vehicle has a valid MOT certificate, vehicle excise duty (VED) status, and a service history to show the vehicle is roadworthy and meets road safety standards. For car delivery or collection and delivery of a lease or new vehicle, the handover will typically include inspection of the vehicle identification number (VIN) or vehicle identification number, mileage confirmation, and any necessary documentation is required such as insurance policy details and proof of ownership; whether you are buying a used car or a new car, the delivery process will ask for your UK driving licence or driving licence check, and you should confirm the registration certificate and registration date, check the condition of the vehicle on the day of delivery, and accept delivery only once all essential documents — including the v5c registration, invoice, and delivery note — have been provided so you have a complete guide to vehicle delivery and can demonstrate evidence that the vehicle has been delivered. That vehicle ownership has been transferred to you.
Documentation Needed for Buying a Used Car
If applicable, for a part-exchange vehicle, the V5C Registration Document and any available service history (digital or paper) are required.
Understanding the V5C Registration Document
The V5C logbook, officially known as the Vehicle Registration Certificate, is one of the most critical car documents in the UK. The V5C is a red A4 certificate issued by the DVLA to the registered keeper. It includes the name and address of the registered keeper, unique DVLA reference numbers, and vehicle identification data, such as the registration number and VIN. A valid V5C will display vehicle registration mark (VRM), Vehicle Identification Number (VIN), make, model, engine size, fuel type, and colour. It also shows the date of first UK registration, total number of previous keepers, name and address of the current keeper, and an 11-digit document reference number and its issue date. To verify a V5C’s authenticity, look for the red certificate design, ensure Section 1 contains the 11-digit reference number, and check for DVLA watermarks and anti-fraud micro text. If your logbook is lost, stolen, or damaged, apply for a replacement at GOV.UK or complete DVLA form V62, and pay a £25 replacement fee. Expect delivery within five working days (online) or up to 6 weeks by post.
Proof of Purchase and Other Required Documents
A delivery note or proof-of-collection document serves as a formal record that the vehicle was collected and delivered under specific conditions. A delivery note typically includes details such as the vehicle make and model, VIN (Vehicle Identification Number), mileage at the time of collection and delivery, visual inspection notes for any existing damage, and signatures from both the collector and the recipient. In most trade or commercial scenarios, including vehicle handovers or customer deliveries, a delivery note serves as essential proof of the condition and time of transfer.
Lease Agreements and Their Documentation
When you take delivery of a leased car in the UK, understanding what documents are required for vehicle delivery in the UK is essential: the dealership or delivery driver should provide a delivery note and invoice as proof of purchase and delivery date, the v5c registration document (issued by the DVLA) or evidence that the vehicle is registered with the DVLA showing the registration number and registered keeper, plus the vehicle identification number (VIN/vin) and service history to confirm the condition of the vehicle and mileage. You should also receive an MOT certificate if the vehicle needs one, proof of insurance policy and vehicle excise duty (VED/road tax) details, the lease agreement itself proving the legal right to lease and use the car, and any documentation required for handover such as a logbook, registration certificate, and proof of ownership or that the vehicle has been delivered to the correct individual vehicle. Before accepting delivery or collection and delivery, inspect on the day of delivery to ensure the vehicle is roadworthy and matches the delivery paperwork; consult the DVLA website for v5c registration guidance and keep these essential documents safe as they are necessary documents to demonstrate the vehicle meets legal requirements, ensure road safety, and complete the delivery process for buying a used car, a new vehicle, or taking on a lease.
Types of Leases Available
When considering types of leases available, it’s essential to know what documents are required for vehicle delivery in the UK. Hence, the car delivery or collection and delivery goes smoothly — dealerships and lease providers will typically require an insurance policy, proof of purchase or invoice, the V5C registration document (v5c) issued by the DVLA or evidence that the vehicle is registered, and a delivery note that confirms the time of delivery and delivery date; the delivery driver and dealership will often perform an inspection upon delivery to check mileage, the vehicle identification number (VIN or vin), registration number and condition of the vehicle to ensure the car is roadworthy and meets road safety standards, and you may need the MOT certificate, service history, and proof of ownership or that the vehicle has been delivered to the registered keeper. The handover or acceptance on the day of delivery often involves signing the registration certificate or logbook and confirming vehicle excise duty (VED) is paid or arranged, so whether you are buying a used car, taking delivery of a new car from a car dealership, or placing a lease, having the necessary documents and documentation is a legal requirement — check the DVLA website or contact the Driver and Vehicle Licensing Agency for specific guidance on vehicle registration, v5c registration, and ensuring the individual vehicle is registered with the DVLA before you accept delivery.
Key Documents for Vehicle Leasing
Key documents for vehicle leasing in the UK include several items you should have ready when arranging delivery; if you are wondering what documents are required for vehicle delivery in the UK, expect to provide proof of identity (passport or driving licence), proof of address (utility bill or bank statement dated within the last three months), your full UK driving licence details (and counterpart information if applicable), a signed finance or lease agreement, and confirmation of valid motor insurance covering the vehicle from the delivery time. The lease provider or dealer will also supply or ask for the V5C registration certificate (logbook) or a vehicle assignment document for new cars, the delivery note and VAT invoice, the vehicle’s MOT certificate if it is over three years old, and any HPI/vehicle history or compliance documents for used or imported cars; for imported vehicles additional customs and duty paperwork may be required. Having these documents ready speeds up handover, ensures legal compliance, and avoids delays on the delivery day.
Understanding Vehicle Excise Duty (VED)
Understanding Vehicle Excise Duty (VED) is important when arranging vehicle delivery in the UK because the tax status of the vehicle can affect registration and road legality; VED is an annual charge paid to HMRC based on vehicle CO2 emissions, fuel type and first registration date, and before a delivered vehicle can be legally driven away the recipient or dealer usually needs to ensure VED is assigned or that proof of exemption is in place. For those asking what documents are required for vehicle delivery in the UK, typical paperwork includes the V5C registration certificate (logbook) showing the new keeper details or a retention slip, a valid MOT certificate if the vehicle is over three years old, proof of insurance covering the delivery, a receipt or proof of purchase, and any documentation proving payment or assignment of Vehicle Excise Duty; dealers often handle the VED and registration on behalf of buyers but buyers should confirm these documents are provided at delivery to avoid fines or invalid insurance. From 1st April 2025, all EVs will be subject to a VED of £195 per year.
Finalizing the Handover
Finalizing the handover of a vehicle in the UK requires gathering several key documents to ensure a legal, smooth transfer and to comply with DVLA and seller/buyer obligations; typically you will need the V5C logbook (completed and signed by the seller), a valid form of photographic ID for the person collecting the vehicle (such as a driving licence or passport), proof of address (utility bill or bank statement dated within three months), the vehicle’s MOT certificate if applicable, a full service history and any manufacturer warranty papers, the purchase invoice or receipt showing payment and VAT status, and proof of insurance or an insurance cover note effective from the time of collection. If the vehicle is being collected by a third party, you should also provide a signed authorisation or power of attorney and a copy of the collector’s ID; for vehicles under finance, settlement confirmation or lender release paperwork is essential to prove the car is free of finance.
Additional documents can include HPI or history check reports, keys and key codes, the owner’s manual and spare keys, emissions or battery documentation for electrified vehicles, and export paperwork where relevant. During handover, both parties should complete and sign a handover checklist that records the condition of the vehicle, mileage, any existing damage, and the exact date and time of transfer; the seller should notify DVLA of the change of ownershi,p and the buyer should tax the vehicle (or arrange SORN) and update their details on the V5C to avoid future liability. Ensuring all these documents are present and correct reduces the risk of disputes, prevents legal or financial complications, and provides the buyer with the necessary paperwork to register, insure, and legally drive the vehicle after delivery, directly addressing what documents are required for vehicle delivery in the UK.
Read more about our other article, B2B Car Transport & Delivery: Professional Vehicle Transport Services, for more information.
What to Check Before Handover
If you’re buying a used car, the seller should give you the green “new keeper” slip (V5C/2).
Importance of Service History and MOT Certificate
A vehicle’s service history is one of the best indicators of its mechanical health, maintenance standards, and long-term reliability. Cars with a full service history (FSH) often command higher resale values and are viewed as lower-risk purchases. If the original service booklet is unavailable, request digital maintenance records from the car’s manufacturer or dealership, or ask for past repair invoices or bills from the seller. An MOT certificate confirms that a vehicle meets the UK’s minimum legal standards for road safety and environmental performance. – All cars over three years old must pass an MOT test annually to remain road legal. The vehicle’s MOT status must always be valid and electronically recorded.
Finalizing Mileage and Logbook Details
Finalizing mileage and logbook details is a crucial step when arranging vehicle delivery in the UK — you should ensure the V5C logbook is present and correctly filled in, the recorded mileage matches the odometer reading, and any service history or MOT certificates that verify mileage and maintenance are included; these documents (V5C registration document, current MOT certificate if applicable, service/maintenance records and the purchase invoice or delivery note) are commonly required for vehicle delivery in the UK to prove ownership, roadworthiness and the car’s true mileage, and delivery agents will often check identity and address documents from the buyer before handing over the keys to complete the transfer smoothly.
To stay compliant with the UK transport regulations, every business should stay up to date with the official guidance published by the UK government on trade plate vehicle use (see the latest document here: https://www.gov.uk/vehicle-registration/trade-licence-plates).
For more information on our vehicle delivery process, please visit our Service Page at www.ukvehicledelivery.co.uk.
