4.00.01 Vehicle Ownership, Creation & Registration Documents

Policy

ATTENTION:
Please refer to COVID-19 Emergency Interim Policies which provides details for temporary exceptions to this policy.

A client must provide valid insurance and proof of ownership to register a vehicle in Alberta. A registry agent must have the client confirm that the vehicle is in Alberta and present proof of ownership to have the vehicle created; the owner of the vehicle does not have to be the registrant or the person requesting the vehicle creation.

When is a Vehicle required to be registered in Alberta?

Alberta Residents

A person must register their vehicle within 90 days of the date the person moved to Alberta to take up residence, regardless of whether the person travels outside Alberta during the 90 day period.

Non-Residents

Clients who are non-residents of Alberta and are currently employed in Alberta are not required to register non-commercial vehicles when:

  • Their motor vehicle has valid registration and plates from their home jurisdiction.
  • The client has a valid financial responsibility card (insurance) relating to the motor vehicle.

Note: 183 Day Non-Resident Exemption
Clients who are non-residents of Alberta and are not currently employed in Alberta (visitor, vehicle kept at Alberta vacation home) must register their vehicle when the vehicle is located in Alberta for a cumulative period of 183 days or more in a calendar year.

Prorate Vehicles

Clients may register prorate vehicles whose base jurisdiction is Alberta, whether or not the vehicle is in Alberta at the time of registration. This applies to both newly-purchased and used vehicles; see 4.50.01 Prorate Program.

Policy is divided into sections and subsections which are accessible by clicking on the following hyperlinks:

Acceptable Documents
Acceptable Proof of Ownership Document List
Additional Required Documents
Deceased Clients
New Vehicle Information Statement (NVIS) or Electronic NVIS (E-NVIS)
Transport Canada Vehicle Import Forms
Transport Canada's Pre-clearance Program
Authorization for Vehicle Registration
Third Party Leasing
Removing a Lease from a Registration
Out of Province Vehicles
Auction Houses / Consigned Vehicles
Intransit Permits
Vehicle Creation
Imaging

Acceptable Documents

Ownership documents must:

  • Contain the following elements which must not be altered in any way unless the changes are initialed by all parties to the document [buyer(s) and seller(s)]:
    • Date of purchase and / or agreement.
    • Buyers / lessee’s name and signature.
    • Sellers / lessor’s name and signature.
    • Vehicle description (e.g., make, model, VIN and year).

Ownership documents do not need to be original.

Signatures on ownership documents may be original, electronic, digital, or a copy of an original signature.

Prorate Services are unable to microfilm ownership documents to a service; therefore, registry agents must submit all proof of ownership documents for prorate clients for imaging.

Note:
Ownership documents only require the buyers and sellers initials if any changes are made to the specified elements outlined; minor revisions to other information within the document do not require both party’s initials.

Acceptable Proof of Ownership Document List

The following are acceptable proof of ownership documents:

  • Bill of sale (BOS).
    • When a dealership accepts a trade-in, they may use the BOS that identifies they took the vehicle on trade.
  • Lease agreement.
    • All lessees and co-lessees identified on a lease agreement must be included on the vehicle registration unless the leasing company has provided written authorization for any changes to the lessees / registrants to be indicated on the vehicle registration.
    • When a client presents a multi-page lease agreement, a registry agent must photocopy all pages of the lease agreement for imaging for the first vehicle.
      • For multiple vehicles on one lease agreement being registered on the same day, submit only the first page of agreement for the remainder of the vehicles listed.
      • The registration number must be recorded on each subsequent Application for Vehicle Registration (REG0405) from which the full lease agreement was imaged.

Note:
Owner / operator agreements, log-haul agreements and owner / operator leases are not vehicle leases and must not be registered as such.

  • Confirmation of Master Lease Agreement (REG0008) (xdp).
    • Can only be used when a lessor provides a company with multiple vehicles under the same master lease agreement at different times throughout the term of the master lease.  Cannot be used for standard lease agreements.
  • Alberta Vehicle Registration Certificate of the previous owner.
    • Section 2 must be completed and signed by both the buyer(s) and the previous owner(s).
  • Out of province Canadian Vehicle Registration Certificate.
    • When a client is unable to provide their vehicle registration certificate, a confirmation letter (dated within the last 90 days) from the jurisdiction’s licensing authority detailing the content of the vehicle registration, may be accepted in lieu of the registration certificate.

Note:
Effective Feb 9, 2016 Saskatchewan registrations may be on regular paper or on SGI green cardstock, both are acceptable.
Effective May 9, 2014 Northwest Territories registrations printed online or at an issuing office will print on regular paper.

  • Certificate of Title for vehicles originating from the United States.
  • Sales receipt and New Vehicle Information Statement (NVIS) or Electronic New Vehicle Information Statement (E-NVIS), if applicable, for utility trailers purchased from a retail store (e.g. Costco, Canadian Tire, Home Depot, etc.). 
    • Client must provide the year, make and serial number of the utility trailer if no NVIS / E-NVIS is available.
  • Manufacturer invoice document with vehicle particulars, NVIS / E-NVIS and a letter signed by an authorized representative of the company outlining they have purchased the vehicle directly from the manufacturer (used when a company purchases a vehicle(s) direct from the manufacturer instead of from a dealer).
  • Will, probated will, properly executed BOS from the personal representative of the Estate, Letter of Administration from court or letter from a lawyer stating they are acting on behalf of the beneficiary and they confirm that they are entitled to be named as registered owner of the vehicle(s). 
    • When a client presents a multi-page will, a registry agent must photocopy all pages of the will for imaging.
  • Court Order. 
    • The Court Order must be signed and sealed.
  • Statutory Declaration for motorized vehicles valued under $2,500.00 or trailers valued under $1,000.00. The Statutory Declaration must contain the following: 
    • Date vehicle / trailer was acquired.
    • Reason for not having an ownership document.
    • Estimated value of the vehicle/trailer.
    • Previous owner’s name, if available.
    • Vehicle description (e.g., make, model, VIN and year).
  • Confirmation of Vehicle Ownership (REG0004) (xdp) only for the following scenarios:
    • A vehicle renewal that has been expired for 12 months or more (must be processed as a vehicle first service).
    •  A registration that has been cancelled.
    • Transferring registration between vehicles owned by the same client (e.g.: seasonal vehicles, etc.).
Note:
When the ownership document contains the term "and / or" to describe the owners, a joint file must be used to register the vehicle unless all joint members, as listed on the ownership document, sign an Authorization for Vehicle Registration; see 2.00.01 Client Types.

Additional Required Documents

In addition to the acceptable documents identified above the client may have to provide one or more additional documents depending on the circumstances.

Deceased Clients

When the ownership of a vehicle changes because of the death of the registered owner, the following individuals may drive the vehicle until the deceased client's registration certificate expires:

  • The spouse or adult interdependent partner of the deceased registered owner if the spouse or adult interdependent partner normally resided in the same dwelling at the time of the death.
  • A person who has proper temporary custody of the vehicle until probate or administration is granted of the estate of the deceased client.
  • The personal representative of the estate of the deceased client.

Prior to updating a client's file to deceased, one of the following original documents is required:

  • Certificate of Death issued by Vital Statistics.
    or
  • A Funeral Director's Statement of Death.

A registry agent must:

  • Record on the client's file that the client is deceased. 
  • Change the first line of the address to read The Estate Of. 
  • Change the mailing address to that of the Executor / Executrix of the Estate.

Individuals who jointly registered a vehicle with a person who has since deceased are required to provide a Certificate of Death or Funeral Director’s Statement of Death. Agents must charge the applicable fee for a vehicle ownership transfer.

Note:
A Vehicle Ownership Correction (VOC) or Vehicle Registrant Change may only be processed if the original vehicle registration was in joint names; see 4.55.08 Vehicle Ownership Correction (VOC).

Individuals who bequeath a vehicle or purchase a vehicle from an estate must:

  • Provide proof of ownership.
    and 
  • Purchase a new licence plate or transfer the newly acquired vehicle to an existing licence plate with valid registration in their name.

New Vehicle Information Statement (NVIS) or Electronic NVIS (E-NVIS)

An original NVIS or an E-NVIS is required in addition to the proof of ownership document for all new Canadian vehicles at the time of issuance of the registration certificate for the vehicle.

  • Any change to the vehicle manufacturer’s information on a NVIS / E-NVIS makes it invalid.
  • Copies (including fax copies) of a NVIS / E-NVIS are not acceptable.
  • For lost NVIS / E-NVIS cards, a factory invoice accompanied by a letter from the dealership (on company letterhead) explaining what happened to the original NVIS are acceptable replacement documents.

Note:
Imported new vehicles require the following original documents in place of an original NVIS / E-NVIS:

  • Certificate of Origin for a Vehicle or a State issued Title.
    and
  • Transport Canada Vehicle Import Form - Form 1.

Imported Vehicles

Electronically Reported Imports

Companies and individuals may use a Customs Broker to import their vehicles and trailers into Canada. In these cases, clients will not be given an import form and when an out-of-province vehicle is presented for registration and licensing, a registry agent must:

  • Enter the VIN into the Interprovincial Records Exchange (IRE) to determine if the vehicle is a Canadian vehicle or an imported vehicle. If the vehicle has been imported from the U.S., the IRE report will advise if the vehicle is eligible for licensing as follows:
    • The date the vehicle entered customs and either:
      • the date the vehicle passed the federal inspection
        or
      • that the vehicle is RIV exempt.
  • Screen print the IRE search results.

Paper Vehicle Import Forms

Individuals may import their private/personal vehicles and trailers into Canada without using a Customs Broker. In these cases the client must provide a paper import form.
The import form must be in one of the following formats:

Vehicle Import Form – Form 1

  • Must be date stamped by Canada Border Services Agency Office (CBSA) on the top right hand corner.
    and
  • In Section 16 by CBSA.
    or
  • In Section 17 by the Registrar of Imported Vehicles.

Vehicle Import Form – RIV

  • Must be date stamped by Canada Border Services Agency Office (CBSA) on the top right hand corner.
    and
  • In Section 16 by the Registrar of Imported Vehicles.

Vehicle Import Form – RIV Exempt

  • Must be date stamped by Canada Border Services Agency Office (CBSA) on the top right hand corner.
    and 
  • In Section 16 by CBSA.

Note:
A registry agent must not create or register a vehicle when a client presents a Vehicle Imported for Parts – Form 3.

A registry agent may accept the Transport Canada Vehicle Import Forms containing any of the following watermarks:

  • Province / Territory
  • CBSA
  • Registrar of Imported Vehicles
  • Importer

The Transport Canada Vehicle Import Form must be fully completed with the exception of the following:  

  • If fields 12A Vehicle Condition and / or 12B Title Status are not completed this information can be found on the Certificate of Title.
  • If the vehicle status on the Transport Canada Vehicle Import Form - Form 1 differs from the Certificate of Title create the vehicle on MOVES using the most severe status.

Note:
When the vehicle status on the Certificate of Title indicates flood damage, record the vehicle status on MOVES as non-repairable and no vehicle inspection is required. The vehicle cannot be registered in Alberta.

For information regarding how to import a vehicle into Canada, see Registrar of Imported Vehicles website, at http://www.riv.ca/.

Exception
A Transport Canada Vehicle Import Form is not required when:

  • Registering imported vehicles from AMVIC licenced dealers.
  • A vehicle or trailer that originated in Canada.
    • A CCMTA search must confirm previous registration in Canada and the date last registered in the applicable Province/Territory.
      • If the vehicle / trailer is not found on the CCMTA search and the 1st digit is a “2” (indicating that it was manufactured in Canada) then no further action is required.

Transport Canada's Pre-clearance Program

Transport Canada has a pre-clearance program whereby pre-approved importers may import specific vehicles from specific manufacturers.

The purpose of this program is to facilitate importation by conveying shipments through Customs with minimal inspection and scrutiny. Pre-clearance constitutes an agreement between a foreign manufacturer, a Canadian commercial importer and Transport Canada.

When a pre-clearance importer brings in authorized vehicles, they must submit a Transport Canada Vehicle Import Form for all vehicles in the shipment to Transport Canada; they are not required to have individual Vehicle Import Form for each vehicle. These vehicles are exempt from the Registrar of Imported Vehicles (RIV) Program. 

To be eligible, the importer must:

  • Be importing the specific make and model vehicles directly from the manufacturer, not a dealer or other third party.
  • Provide a certificate of origin and pre-clearance letter as outlined below:
    • If an authorized vehicle is imported by a pre-cleared importer and has been manufactured to Canadian standards (has a NVIS), no pre-clearance letter is required. The client must submit a BOS from the dealer (or auction house) and a NVIS.

Note: 
Pre-clearance importers can be searched on the Transport Canada website.

Pre-clearance importers often sell these import vehicles to Canadian dealers or auction houses who then sell them to clients. The client will not be given a Vehicle Import Form; they will only get a Certificate of Origin identifying the name of the importer.

Since there is no Vehicle Import Form 1 for these vehicles, Registries will require either:

  • A letter, on letterhead from the importer stating:
    • They are authorized importers in the Transport Canada Pre-Clearance list of importers, and are in good standing with Transport Canada.
    • They are authorized to import (include the specific make and model of vehicle) from the manufacturer without the requirement to submit the Transport Canada Vehicle Import Form – Form 1 for each vehicle.
      • The letter must contain the date, name and position of the employee of the Authorized Importer who issued the letter

or

  • A current print-out from the Transport Canada website showing the importer’s name and the vehicles they are authorized to import.
    • When the print-out is provided by the client it must contain the name and position of the employee of the Authorized Importer (identified on the Certificate of Origin) who supplied the print-out and the date it was printed.
      • This information can be hand printed on the print-out by the employee of the Authorized Importer.
    • When a registry agent searches the Authorized Importer (identified on the Certificate of Origin) on the Transport Canada website and takes a screen print, no additional information is required.

Note:
The letter or print-out must be sent for imaging as a support document in place of the Vehicle Import Form. (The letter does not need to be signed or identify the specific VIN number of the vehicle as they may need to issue hundreds of them per import). The purpose of the document is to verify that they are an authorized importer.

Authorization for Vehicle Registration

A fully completed Authorization for Vehicle Services (REG0169) form (pdf) is required when registering a vehicle in another registrant(s) name or when the registrant(s) cannot be present for the service.

Signatures on the Authorization for Vehicle Services (REG0169) and Confirmation of Power of Attorney (REG0005) forms may be original, electronic, digital, or a copy of an original signature.

Note:
Registry agent owner, manager or supervisor approval is required when an authorized representative attends a registry agent office with a handwritten authorization (containing all the required information outlined in a Authorization for Vehicle Registration form) and is unable to obtain a completed Authorization for Vehicle Registration (REG0169) form from the vehicle owner.

The registry agent owner, manager or supervisor, who approved the service, must sign the back of the Application for Vehicle Registration (REG0405).

The person/representative from the organization who has been authorized to complete the vehicle service on behalf of the vehicle / licence plate owner(s) must: 

  • Present a valid Alberta Driver’s Licence or Alberta Identification (ID) Card at the time of the service.
  • Not have any manual restrictions on their personal MVID.

Exception:
If the vehicle being registered is part of an owner / operator agreement, log haul agreement, or owner / operator lease, the authorized person (owner) of the vehicle is not required to have a valid Alberta Driver’s Licence or ID Card. They must provide proof they are the owner of the vehicle if they are not able to present a valid Alberta Driver’s Licence or ID Card.

A registry agent must:

  • Use MOVES display menus to verify that the Alberta Driver’s Licence/ID card presented by the authorized person exists in MOVES, is valid (not expired, cancelled or closed out by another jurisdiction) and that the authorized person’s MVID does not have any Level 3 Manual Restrictions (MNRST); see 1.10.07 Restrictions of Motor Vehicle Services.
    • Use Operator Display to confirm the status of the driver’s licence or ID Card and confirm other details on the card match the record such as driver’s licence number/MVID, issue date, expiry date, etc.
    • Use Card Status Display to confirm the audit control number (ACN) of the card.
    • Use client display to check for alerts related to manual restrictions.
  • Ensure the same driver’s licence number or MVID is noted on the Authorization for Vehicle Services (REG0169) form.

The service must not be completed if:

  • The authorized person is not able to present a valid Alberta Driver’s Licence / ID Card.
  • The information on the licence / ID card does not match MOVES. 
  • The authorized person’s file is manually restricted by Service Alberta and Red Tape Reduction.
  • The agent has reason to believe the card presented has been altered / is fraudulent.

Individual Authorizing another Individual or Organization (For example, dealerships) 

The owner(s) of the vehicle, identified in the ownership document, wishes to register the vehicle in a name(s) other than what is printed on the ownership document or when the registrant(s) cannot be present for the service.

The authorized representative as named on the Authorization for Vehicle Registration form must:

  • Present a valid Alberta Driver's Licence or Identification Card.
  • Provide the registry agent with a proof of ownership document as outlined in the Acceptable Proof of Ownership Document list noted above.
  • Present proof of valid insurance; see 4.00.02 Insurance Documents.
  • Provide the Authorization for Vehicle Services (REG0169) form (pdf).
  • Sign the Application for Vehicle Registration (REG0405) on behalf of the owner.

Corporation Authorizing another Corporation to Obtain Vehicle Registrations (Fleets, Prorate, etc.)

The owner(s) of the vehicle, identified in the ownership document, is an Alberta registered corporation and authorizes another corporation (dealership, fleet management company etc.) to complete the registration on the owner corporation’s behalf.

Note:
When the Grantors of a Power of Attorney choose to grant the Representative / Attorney authorization to further appoint an alternate Representative / Attorney (i.e. a dealership) to act on their behalf, then the appropriate field of the Confirmation of Power of Attorney (REG0005) form (pdf) must be completed identifying the name of the alternate Representative / Attorney.

The Representative/Attorney (or alternate, if applicable) must: 

  • Present a valid Alberta Driver's Licence or Identification Card.
  • Provide the registry agent with a proof of ownership document as outlined in the Acceptable Proof of Ownership Document list noted above.
  • Present proof of valid insurance; see 4.00.02 Insurance Documents.
  • Provide the Confirmation of Power of Attorney (REG0005) form (pdf), when the registered owner corporation is operating under a Power of Attorney.
    • A fax or e-mailed copy may be accepted when sent directly to the agent by the grantor or attorney.
    • These documents must be sent for imaging.
  • Sign the Application for Vehicle Registration (REG0405) on behalf of the registered corporation.

Third Party Leasing

In addition to the lease agreement, the third party must provide written approval from the lessor to register the vehicle.

Removing a Lease from a Registration

A client must present a:

  • Printed letter (electronic, internet, mailed or faxed) from the leasing company stating that they no longer have an interest in the vehicle.
    • The letter must be written on the leasing company’s letterhead and be signed by an individual of the leasing company.
    • If the letter is not signed, a copy of the accompanying email or fax transmittal must be presented indicating the letter came from an authentic source.
      or
  • Completed BOS issued by the leasing company.

When the seller is a dealership or an auction house, only the BOS is required.

All documents presented for removing a leasing company from a vehicle registration must be photocopied and sent for imaging (e.g. Clearance letter and / or BOS).

Exception Process for Removing a Lease from a Registration

When a client is registering a used vehicle for the first time that is 5 or more years old and there is a leasing company associated with the vehicle on MOVES, the client has the following options:

  • Purchase or present a Serial Number search (not more than 14 days old) from Alberta Personal Property Registry to ensure the VIN has no registration with the lease company as the secured party.
    • If the search indicates the VIN has no registrations with the lease company as the secured party a registry agent may register the vehicle in the client's name only.
      • The registry agent must photocopy the lien search and submit for imaging as a support document. Registries Assurance approval is not required.
    • If the search indicates the VIN has registrations with the lease company as the secured party the registry agent must not remove the leasing company from the registration or register the vehicle to the new owner without a signed clearance letter from the leasing company.
    or
  • Contact the seller of the vehicle and request a signed clearance letter from the leasing company.

Out of Province Vehicles

To register a used vehicle from outside Alberta (from another province or country), a client must produce a Vehicle Inspection Certificate; see 4.10.02 Vehicle Inspections / Vehicle Inspection Certificate.

Auction Houses / Consigned Vehicles

An auction company, who sells consigned vehicles:

  • Cannot register vehicles under their own name unless they provide:
  • Must provide to the purchaser of an imported vehicle a completed Transport Canada Vehicle Import Form for vehicles/trailers originating outside of Canada.

A registry agent must:

  • Complete an across Canada CCMTA IRE (explosive-AC) search prior to issuing registration to ensure the vehicle was last registered in Alberta.
    • If the vehicle was not last registered in Alberta, the client must also present an appropriate vehicle inspection.

In-transit Permits

Proof of ownership for an In-transit permit is only required when the vehicle is traveling outside of Alberta.

Vehicle Creation

A client must provide:

  • Acceptable identification; see 2.05.02 Acceptable Identification/Enrolment.
    • Record the client's identification on the CCMTA IRE screen print.
    • The client requesting this service does not have to be the owner of the vehicle.
  • A completed Transport Canada Vehicle Import Form - Form 1 for imported vehicles (a photocopy of this document must be sent for imaging).
  • Proof of ownership.

Note:
Do not create the vehicle on MOVES when the client:

  • Cannot provide acceptable identification and / or proof of ownership.
    or
  • Is not registering the vehicle.
    • A vehicle may be created on MOVES without being registered when it requires an Alberta Vehicle Inspection.

VIN Error

When creating a vehicle and a VIN error is displayed see 4.20.01 VIN Verification.

CCMTA Interprovincial Record Exchange (IRE) Search

Across Canada CCMTA IRE search (explosive - AC) must be completed for all out of province / territory vehicles including imported vehicles and consigned vehicles being registered to Auction Houses. This search confirms the vehicle status. The status determines the type of inspection required (if applicable); see QR 4.9 Out of Province CCMTA Vehicle Status Chart .

  • When the vehicle's originating province / territory is unknown, all jurisdictions must respond.
  • When a client provides a valid registration from another province / territory, a response from that province/territory must be obtained. Waiting on delayed responses or an N24 error code (system down) for other jurisdictions is not required.
  • When a vehicle match is displayed for more than one province / territory, create the vehicle on MOVES using the last reported status provided it is the next allowable status; see QR 4.9 Out of Province CCMTA Vehicle Status Chart (pdf).
    • When the last reported status is not the next allowable status, a registry agent must contact Alberta Transportation to determine how to enter the vehicle status on MOVES (e.g. the last reported status is showing as active but a previous status shows as rebuilt / salvage).

Vehicle not Found

When the vehicle is not found using the CCMTA IRE search a registry agent must:

  • Check the client's ownership documentation for vehicle status.
  • Create the vehicle on MOVES with an "oop-unknown" status and "ZZ" as the jurisdiction when the vehicle condition on the ownership documents and Transport Canada Vehicle Import Form (Section 12A) is recorded as "normal to minor damage" and the title status shows "clear" (Section 12B).
    • An out of province inspection is required.
      or
    • Create the vehicle on MOVES with an "oop-salvage" status and "ZZ" as the jurisdiction when the vehicle condition on the ownership documents and Transport Canada Vehicle Import Form (Section 12A) is recorded as "severely damaged" or the title status shows "salvage or rebuilt" (Section 12B).
      • A salvage inspection is required.

Note:
If the vehicle status on the vehicle ownership documents and the Transport Canada Vehicle Import Form do not match, create the vehicle on MOVES using the most severe status.

Duplicate VINs

When a CCMTA IRE search identifies a vehicle with a duplicate VIN message, use the record that displays the vehicle status.

When a duplicate VIN message appears for British Columbia:

  • Contact BC to verify the vehicle status.
    or
  • If you have the BC licence plate number, use it to complete another CCMTA IRE search to confirm the vehicle status.

Imaging

Vehicle Creation

When a vehicle is created on MOVES for the first time a registry agent must submit the following for imaging:

  • Photocopy of proof of ownership document(s).
  • CCMTA IRE search screen prints (with the exception of new Alberta vehicles with a NVIS/E-NVIS).
    • New trailers with a NVIS / E-NVIS, except those purchased from an AMVIC licensed dealer, require a CCMTA IRE screen print.
    • Record the client’s identification on the CCMTA IRE screen print.
  • Photocopy of related import documentation for imported vehicles (e.g.: Transport Canada Vehicle Import Form, Screen print of the IRE for electronically recorded imports, Certificate of Origin, etc.).

Note:
New vehicles / trailers that were not purchased from a licenced dealer can be registered without a Transport Canada Vehicle Import Form and CCMTA IRE screen print provided the client can prove that the vehicle / trailer was manufactured in Canada (e.g. manufactures invoice, 1st digit of the VIN is a “2”).

AMVIC Licenced Dealers or Auction Companies

When a vehicle is created on MOVES for the first time for an AMVIC licenced dealership / AMVIC licenced auction company a registry agent must submit the following for imaging:

  • CCMTA IRE search screen print.
    • The Dealer / Auction Company’s name requesting the service must be recorded on the screen print.

Issuing a Vehicle Registration

When a client is registering a vehicle for the first time in their name a registry agent must submit the following for imaging:

  • Photocopy of proof of ownership document(s).
  • The original NVIS / E-NVIS (or factory invoice if NVIS / E-NVIS is lost) for non-imported vehicles.
    • For lost NVIS / E-NVIS cards, a factory invoice accompanied by a letter from the dealership (on company letterhead) explaining what happened to the original NVIS are acceptable replacement documents.
  • The original Transport Canada Vehicle Import Form for imported vehicles or the screen print of the IRE for electronically recorded imports, or the letter or print-out indicating the importer is an authorized importer in the Transport Canada Pre-Clearance list of importers in place of the Vehicle Import Form.
    • A Transport Canada Vehicle Import Form is not required for AMVIC licenced dealers, however, if presented by client, document must be microfilmed.
  • Photocopy of the front and back of the Certificate of Origin for a Vehicle or State issued Title for new imported vehicles.
  • A vehicle exemption letter from Alberta Transportation or a Vehicle Inspection Certificate if applicable.
  • Vehicle Identification Number Inspection Certificate (REG3044) (xdp) if a vehicle inspection has not been completed.
 Note:
When a client presents a multi-page lease agreement, a registry agent must photocopy all pages of the lease agreement for imaging for the first vehicle. 
  • For multiple vehicles on one lease agreement being registered on the same day, submit only the first page of agreement for the remainder of the vehicles listed. 
    • The registration number must be recorded on each subsequent Application for Vehicle Registration (REG0405) from which the full lease agreement was imaged.

Registration of Trailers and Off-Highway Vehicles

When a client is registering a trailer / off-highway vehicle for the first time in their name a registry agent must submit the following for imaging:

  • Photocopy of proof of ownership document(s).
  • The original NVIS / E-NVIS if presented by the client.
  • The original Transport Canada Vehicle Import Form for imported vehicles, or the screen print of the IRE for electronically recorded imports, or the letter or print-out indicating the importer is an authorized importer in the Transport Canada Pre-Clearance list of importers in place of the Vehicle Import Form. 
    • A Transport Canada Vehicle Import Form or letter / print-out indicating the importer is an authorized importer is not required:
      • For AMVIC licenced dealers, however, if presented by client, document must be sent for imaging.
        or
      • Side by side performance ATV vehicles such as John Deere Gators, Mules, Ranger RZR, etc.

Authorization for Vehicle Registration

All Authorization for Vehicle Registration (REG0169) and Confirmation of Power of Attorney (REG0005) forms must be sent for imaging.

Note:
Only the original NVIS / E-NVIS and Transport Canada Vehicle Import Form are kept for imaging. All other original documents must be returned to the client.

For additional information regarding imaging, see the appropriate subsection in 1.15 Imaging.


Date Originally Issued: Nov 14, 1989
Date Last Revised: Jan 27, 2025