4.20.01 VIN Verification

Policy

The following types of vehicles, manufactured in or after 1981, require Vehicle Identification Number (VIN) verification when the serial number does not pass the Polk VINA edit check.

  • Passenger vehicles.
  • Utility vehicles.
  • Vans.
  • Motorhomes.
  • Small trucks up to, but not including one ton.

Registry agents should advise clients to confirm that the VIN on the vehicle they have in their possession matches the VIN on their ownership documentation because without this, they do not have valid proof of ownership. When the VIN on a client’s ownership document does not match the vehicle, the client must obtain a new ownership document with the correct VIN from the seller, or correct the VIN on the ownership document and have the changes initialed by all parties to the document (buyer(s) and seller(s)).

VIN Errors

A VIN that has been rejected by the Polk VINA edit check will display the message “Polk is unable to verify the VIN entered”. When this error appears:

  • Verify the vehicle information against the ownership documents.
  • Ensure a keying error has not been made. The following are the most common keying errors:
    • B rather than 8 and vice versa.
    • S rather than 5 and vice versa.
    • Alpha O rather than numeric 0.
    • Z rather than 2 and vice versa.
    • H or Y rather than 4 and vice versa.
    • L rather than 1 and vice versa.

Note: 
Vehicles manufactured prior to 1981 with less than 17 digits will not pass the Polk VINA edit check in MOVES.

VIN Overrides

Fuel Types

When a VIN override is required, a registry agent must manually enter certain vehicle details that are specific to the vehicle being created. In all the below scenarios where a VIN override is required, a registry agent must manually enter the fuel type of the vehicle. 

  • If the vehicle is a new Canadian vehicle, the fuel type entered on MOVES must be collected from the New Vehicle Information Statement (NVIS). 
  • If the vehicle is a used or imported vehicle, the fuel type must be collected from the CCMTA IRE or the National Highway Traffic Safety Administration VIN Decoder.
  • If there is no NVIS and the VIN Decoder is not able to identify the vehicle details, a registry agent must ask the client the fuel type.

New Vehicles

Occasionally a new vehicle accompanied by a New Vehicle Information Statement (NVIS) or a factory invoice may not pass the Polk VINA edit check. 

A registry agent must:

  • Verify the VIN entered on MOVES against the NVIS or factory invoice to ensure a keying error has not been made.
  • Proceed with the VIN override and the registration service and ensure the original NVIS and/or copy of the factory invoice is sent for imaging.

Used Vehicles

A VIN verification must be completed when:

  • MOVES (Polk VINA edit check) identifies a VIN discrepancy for a used vehicle (with the exception of trailers and off-highway vehicles) that:
    • Is being created for the first time.
    • Has not previously undergone a vehicle inspection.
    • Has a 17 digit VIN.
  • More than one client claims registration rights to the same vehicle (includes trailers and off-highway vehicles) and a history of vehicle transfers between them is identified.

A registry agent must:

  • Verify the vehicle information, including the VIN, against the ownership document(s), CCMTA IRE and Import Form (if applicable) to ensure a keying error has not been made.

VIN Verification by Client

A VIN verification must be completed for all identified VIN discrepancies.

The client must:

  • Complete the name and address of the owner and vehicle information sections of the verification form ensuring the following information is recorded:
    • The VIN from the VIN plate on the vehicle, not from other documents.
    • The odometer reading, if applicable (ensure the odometer reading is recorded and not the trip meter).
    • The motorhome superstructure information, if applicable.
    • Complete the declaration section of the form (sign, print name and record driver's licence number).
      • Capture a photo of the VIN plate if necessary.

A registry agent must:

  • Ensure the client has completed the form correctly, signed the declaration and recorded their driver's licence number.
    • Check appropriate Polk VINA error box.
  • Verify the VIN recorded on the Vehicle Identification Number (VIN) Verification REG3044 (xdp) form against the photo and check the appropriate box.
  • Record their office “P” Number, sign and date the form.
  • Enter, on MOVES, completing a VIN override if required, the vehicle information obtained from the Vehicle Identification Number (VIN) Verification (REG3044) form.
    • Proceed with the registration service or request for inspection and ensure the Vehicle Identification Number (VIN) Verification (REG3044) form is sent for imaging.

VIN Verification by Registry Agent or Law Enforcement

A registry agent must:

  • Ensure the client completes the owner(s) information section of the Vehicle Identification Number (VIN) Verification (REG3044) (xdp) form.
    • When the registry agent completes the form on behalf of the client, the declaration section does not have to be completed.
  • Physically verify the VIN and complete the vehicle information section.
  • Complete the appropriate “FOR OFFICE USE ONLY” section and sign.
  • Enter, on MOVES, completing a VIN override if required, the vehicle information obtained from the Vehicle Identification Number (VIN) Verification (REG3044).
  • Proceed with the registration service and ensure the Vehicle Identification Number (VIN) Verification (REG3044) is sent for imaging.

Note:
When the Vehicle Identification Number (VIN) Verification (REG3044) has been completed by law enforcement, a registry agent must ensure the inspecting officer has provided their detachment /district location, badge number and date the verification was completed. The registry agent may proceed with the registration service and send the certificate for imaging.

Duplicate VINs

In Province

When MOVES shows more than one record for a VIN, all but one of the records should show a status of dupvin.  The record with a status other than dupvin should be used for processing. If more than 1 record does not show dupvin, the record to be used for processing is determined as follows:

  • One active and one inactive registration – choose the vehicle file with the active registration.
  • Two inactive registrations – choose the vehicle with the most recent registration expiry date.
  • Two active registrations – choose the vehicle with the latest registration expiry date.

Contact Registries Assurance when MOVES has more than one of the records with the same VIN showing a status other than dupvin.

Out of Province

When a CCMTA search identifies there are duplicate VINs for a vehicle, process the vehicle service using the vehicle that displays the most severe vehicle status.

When a duplicate VIN message appears for one jurisdiction:

  • Contact the jurisdiction to verify the vehicle status.
    or
  • If you have the licence plate number from that jurisdiction, use it to complete another CCMTA search for that jurisdiction to confirm the vehicle status.

Assigned VIN

On May 4, 2018, VIN Verification Services became responsible for the administration of the Alberta Assigned Vehicle Identification (VIN) Program on behalf of Alberta Transportation. This program is not retroactive and only applies to clients who are applying for new licence plates for a modified, homemade, u-built or amalgamated vehicle, trailer and/or motorcycle assembled from used or new parts without a VIN.

Existing VIN in MOVES

The client must obtain an assigned VIN when a vehicle is being registered for the first time and the VIN already exists on MOVES on a different vehicle (regardless of the type of vehicle).

Modified/Homemade/U-Built/Amalgamated Vehicles

Under the Traffic Safety Act an official VIN must be affixed to a vehicle that:

  • Has lost its VIN or does not have a legible VIN.
    • The newly assigned VIN must be updated on the existing VAC to ensure the history of the vehicle is maintained.
  • Is a homemade trailer.
  • Is a u-built trailer/vehicle.
  • Is an amalgamated vehicle.

See 4.65.03 Modified/Homemade/Amalgamated Vehicles, Trailers & Motorcycles for more details.

Motorcycles

  • Modified, homemade and amalgamated street motorcycle with an after market frame must obtain an assigned VIN from VIN Verification Services.
  • An out of province inspection is also required.

Trailers

  • New and pre-owned trailers that do not have a manufacturer’s VIN or a manufacturer’s unique serial number must obtain an assigned VIN from VIN Verification Services. 
    • Unique numbers issued by a manufacturer can be used as a VIN to register a trailer. The number does not have to be 17 digits.
  • A client registering a pre-owned trailer for the first time with a non manufacturer’s VIN that already exists on MOVES or the VIN on MOVES reads "none" (or some other wording) must obtain an assigned VIN from VIN Verification Services.
  • Modified, homemade and u-built trailers must obtain an assigned VIN from VIN Verification Services.

Assigned VIN Application and Process

A client must submit their completed Alberta Assigned VIN Program application form and the applicable fees to VIN Verification Services.

VIN Verification Services will process the Alberta Assigned VIN Program application form and give the client a copy of the application to present to a registry agent for registration purposes.

Register the trailer/vehicle using the VIN information recorded on the processed Alberta Assigned VIN Program application form. The licence plate class issued is determined by the usage of the trailer/vehicle.

Imaging

The signed application form and all supporting documents must be sent for imaging; see the appropriate section in 1.15 Imaging Section.

Service Fee

No service fee is to be charged for performing a VIN inspection.


Date Originally Issued: Nov 14, 1989
Date Last Revised: Feb 13, 2025