FoxTexas Dealer Record Keeping: What to Keep and for How Long
A TxDMV records request gives you 15 days. Here’s exactly what Texas rules say you must keep, where, and for how long.
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Under 43 TAC §215.144, Texas dealers must keep a complete record of every vehicle purchase and sale for at least 48 months. Records for the preceding 13 months must be at the licensed location. Records can be electronic if you can print them there on request, and you must deliver requested copies to TxDMV within 15 days.
Retention Periods and Location
From 43 TAC §215.144 and the TxDMV Motor Vehicle Dealer Manual, §4.2 Record-Keeping Requirements.
48 months
Keep a complete record of all vehicle purchases and sales for at least 48 months, available for inspection during business hours.
13 months on site
Records for the preceding 13 months must be at your licensed location. Older records may be kept off site.
15 days to respond
Deliver copies of requested records within 15 days of a TxDMV request. You may verify the request with TxDMV first.
Original titles
Original titles don’t have to be kept at the licensed location but must be available on reasonable request.
What Every Deal File Must Contain
The rule’s list, in plain English.
- Purchase date, sale date and VIN
- Name and address of who sold the vehicle to you and who bought it (and any consignor)
- A county tax assessor-collector receipt marked paid, unless no motor vehicle tax was due (e.g. a sale for resale)
- Copies of the title application, work-up sheet, front and back of the title (unless handled in the electronic title system), sales contract, buyer’s order, bill of sale, waivers and other agreements
- Purchaser’s photo ID and the buyer-signed odometer disclosure (unless exempt)
- Rebuilt salvage disclosure, if applicable, and any seller-financed sales returns
- The title application receipt in the sales file. (43 TAC §215.144 (e)–(f))
Can Texas Dealer Records Be Digital?
Yes, with one condition.
An Audit-Ready Deal File for Every Car
Per-dealership plans: Starter $39/mo, Growth $79/mo, Command $199/mo (see pricing). FoxDMS works anywhere in the US in any web browser, including on your phone (no app to install), with Texas forms included. Questions? Email support@foxdms.com.
Texas Dealer Record Keeping: FAQ
How long do Texas dealers have to keep records?
48 months. (43 TAC §215.144)
Do records have to be kept at the dealership?
The last 13 months must be on site. (43 TAC §215.144)
Can dealer records be digital in Texas?
Yes, if you can print them on site on request.
How fast must I respond to a TxDMV records request?
Within 15 days.
Disclaimer: This guide is general information, not legal or financial advice. Rules change; confirm with your county tax assessor-collector or TxDMV. Last reviewed October 11, 2026.
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