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Virginia Vehicle Removal Certificate

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VEHICLE REMOVAL CERTIFICATE

VSA 40 (10/01/2009)

Purpose: This form is used by any person (individual, business, government; see VA Code §1-230) or their authorized agents to track and record the disposition of abandoned motor vehicles, trailers or manufactured homes in their possession and to certify compliance with the Virginia Abandoned Motor Vehicle law (VA Code §46.2-1202).

Instructions: Follow the instructions on the reverse of this form.

1. VEHICLE/TRAILER/MANUFACTURED HOME INFORMATION

VEHICLE YEAR

VEHICLE MAKE

VEHICLE MODEL

VEHICLE IDENTIFICATION NUMBER (VIN)

ABANDONED VEHICLE RECEIPT NUMBER

VEHICLE LOCATION

CITY

STATE

ZIP CODE

VEHICLE TYPE

FULL NAME OF PERSON/AUTHORIZED AGENT IN POSSESSION OF ABANDONED VEHICLE

TELEPHONE NUMBER

I certify and affirm that I am in possession of, or am acting as the authorized agent for someone in the possession of, the above described abandoned vehicle, trailer, or manufactured home and that the facts contained in this section are true, accurate and valid.

SIGNATURE OF PERSON/AUTHORIZED AGENT IN POSSESSION OF ABANDONED VEHICLE

DATE (mm/dd/yyyy)

2. TOWING INFORMATION AND CERTIFICATION

The vehicle described above was released to

LICENSED VEHICLE REMOVER'S COMPANY NAME

BTRO LICENSE NUMBER (or tow truck plate number)

ADDRESS

CITY

STATE

ZIP CODE

OPERATOR NAME (print)

TOWING COMPANY REPRESENTATIVE NAME (print) (if different than operator)

I certify and affirm that I obtained approval from the property owner/authorized agent at the time the vehicle was towed. I also certify that the facts contained in this section are true, accurate and valid.

TOWING COMPANY REPRESENTATIVE SIGNATURE

DATE (mm/dd/yyyy)

3. VEHICLE DISPOSITION

I certify and affirm that I have complied with all requirements of the Virginia Abandoned Motor Vehicle law for the above abandoned vehicle, trailer, or manufactured home and am:

SIGNATURE OF PERSON/AUTHORIZED AGENT IN POSSESSION OF ABANDONED VEHICLE

DATE (mm/dd/yyyy)

4. SALE OF ABANDONED VEHICLE INFORMATION

The vehicle described above was sold to

PURCHASER NAME (print)

ADDRESS

CITY

STATE

ZIP CODE

PURCHASE PRICE

PURCHASE DATE (mm/dd/yyyy)

I certify and affirm that I have complied with all requirements of the Virginia Abandoned Motor Vehicle law for the above abandoned vehicle, trailer or manufactured home and am eligible to transfer ownership to a third party. I also certify that the facts contained in this section are true, accurate and valid.

SELLER SIGNATURE

DATE (mm/dd/yyyy)

5. DEMOLISHER/SCRAP METAL PROCESSOR INFORMATION AND CERTIFICATION

As provided under VA Code § 46.2-1202, I have transferred possession of the above described abandoned vehicle to the licensed demolisher or scrap metal processor listed below for the purpose of demolition or conversion to scrap in conjunction with the Virginia Abandoned Motor Vehicle law.

INDIVIDUAL/AUTHORIZED AGENT SIGNATURE (Transferor)

VEHICLE TRANSFER DATE (mm/dd/yyyy)

DEMOLISHER/SCRAP METAL PROCESSOR COMPANY NAME (Transferee)

BUSINESS LICENSE NUMBER

TELEPHONE NUMBER

CHECK ONE OF THE FOLLOWING OR STAMP THE BACK OF THIS FORM WITH APPROVED MERCURY SWITCH STAMP:

To the best of my knowledge the facts contained in the above section are accurate and the vehicle has been demolished/scrapped.

DEMOLISHER/SCRAP METAL PROCESSOR REPRESENTATIVE SIGNATURE

DATE DEMOLISHED OR SCRAPPED (mm/dd/yyyy)

DMV HQ USE ONLY

Is the vehicle identification number (VIN) on the customer service system (CSS)?    Is the vehicle currently registered?

If VIN is not on CSS, is Abandoned Vehicle Receipt attached?    Has the vehicle been previously entered as demolished?

Is the vehicle recorded as stolen?    If mercury switch was previously removed is VSA 44A attached?

INSTRUCTIONS

The vehicle, trailer or manufactured home must have a valid and legible Vehicle Identification Number (VIN)

If the vehicle, trailer or manufactured home is titled, complete Sections 1, 2 (if applicable) and 3.

If the vehicle, trailer or manufactured home is sold, complete Sections 1, 2 (if applicable), 3 and 4.

If the vehicle, trailer or manufactured home is transferred to a licensee for demolition or parting out, in accordance with VA Code § 46.2-1202, complete Sections 1, 2 (if applicable), 3 and 5.

Section 1: The person or authorized agent in possession of the abandoned vehicle, trailer or manufactured home completes the vehicle and applicant information, enters the abandoned vehicle process receipt number and signs.

Section 2: The licensed vehicle remover completes and signs this section if the vehicle is towed. DMV must receive the original VSA 40 form.

Section 3: The person or authorized agent in possession of the vehicle, trailer or manufactured home must indicate his or her intent to title, sell or transfer the abandoned vehicle, trailer or manufactured home for demolition. Applicant signature certifies compliance with the Virginia Abandoned Motor Vehicle law.

Section 4: If the abandoned vehicle, trailer or manufactured home is sold, the seller must complete and sign this section to certify compliance with the Virginia Abandoned Motor Vehicle law. Seller provides the purchaser with this completed and signed form and the Abandoned Vehicle Record Request receipt. Purchaser must submit this VSA 40 form, an Application for Title and Registration (VSA 17A) or Application for Certificate of Title - Manufactured Home (VSA 17B), the Abandoned Vehicle Record Request receipt, and required fees to DMV at the time of titling. DMV must receive the original VSA 40 form.

Section 5: The person or authorized agent transferring possession of the abandoned vehicle, trailer or manufactured home to a licensed demolisher or scrap metal processor signs this section and transfers this form with the abandoned vehicle to the demolisher/scrap metal processor. The licensed demolisher or scrap metal processor completes this section to certify that the abandoned vehicle, trailer or manufactured home was demolished or scrapped. A license number, signature, date and telephone number are required. The licensed demolisher or scrap metal processor returns this form to DMV along with proof of ownership (i.e., Abandoned Vehicle Record Request receipt, bill of sale, sales receipt, etc.). A copy of this VSA 40 form must be retained by the demolisher/scrap metal processor in accordance with the requirements in VA Code § 46.2-1206. DMV must receive the original VSA 40 form.

The demolisher returns the original VSA 40 form and, for vehicles manufactured for the 2002 model year and before, the Demolisher and Mercury Switch Removal Declaration form (VSA 44A) to DMV at:

Virginia Department of Motor Vehicles
Data Integrity Room 516
Post Office Box 27412
Richmond, Virginia 23269-0001

COMMENTS (Use the area below to enter any additional information.)

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What the Virginia Vehicle Removal Certificate Is

The Virginia Vehicle Removal Certificate documents an authorized removal or disposition of a vehicle from private or public property in Virginia. It records key facts such as vehicle identification (VIN and plate), vehicle make and model, last known registered owner, removal reason (abandoned, obstructing, unauthorized parking), removal date and location, towing or storage company, and contact information for owner notification. The certificate creates a reproducible record for billing, lien or title clearance, and dispute resolution. Local ordinances and the Virginia Department of Motor Vehicles may specify additional information or filing procedures.

Why a Clear Removal Certificate Matters

A complete Virginia Vehicle Removal Certificate establishes the facts needed to justify removal, calculate storage and towing charges, and support administrative or title actions.

Why a Clear Removal Certificate Matters

Typical parties who complete or rely on this certificate

The certificate is used by multiple stakeholders who manage property access, public safety, or vehicle disposition.

  • Property owners and managers — document unauthorized or abandoned vehicles on private property and authorize towing.
  • Towing companies and impound operators — record chain of custody, vehicle condition, and storage location for billing and title steps.
  • Local government and code enforcement — use records to support ordinances, hearings, and owner-notification processes.

Each party should keep a signed copy and follow local notice and retention rules to avoid disputes.

Core components that a professional certificate should include

A thorough certificate combines vehicle identity, authorization, removal details, and disposition instructions so each step can be verified and enforced.

Vehicle identification

VIN, license plate, make, model, color, and mileage. These details prevent misidentification and link the record to DMV files for title actions.

Owner contact

Last known registered owner, mailing address, and phone or email. Accurate contact information is essential for required notice and avoiding improper disposal.

Authorization statement

Name and title of the person authorizing removal, relationship to property, and basis for removal (ordinance, lease violation, abandonment).

Removal details

Date, time, precise location, observed condition, and photographic evidence references. Timestamped records support reasonable cause for removal.

Towing and storage

Towing company name, towing license or permit reference, storage location, and towing/storage contact and fee estimates for owner notification.

Disposition instructions

Short guidance on next steps: holding period, title transfer process, and whether a lien or auction is anticipated under local law.

Step-by-step: completing the Virginia Vehicle Removal Certificate

Follow a clear sequence to collect facts, verify ownership, document removal, and notify the owner to comply with local rules.

  • 01
    Identify vehicle: Record VIN, plate, make, model, and condition.
  • 02
    Verify owner: Check DMV or registration to confirm last known owner.
  • 03
    Document removal: Complete certificate, photograph vehicle, and note date/time.
  • 04
    Notify owner: Send required notices and retain proof of delivery.

Typical process flow from incident to disposition

A streamlined workflow helps ensure compliance from discovery through storage or title action.

  • Report incident: Property manager documents issue and requests removal.
  • Authorize tow: Authorized party signs certificate for towing company.
  • Owner notification: Certified notice or posted notice per local ordinance.
  • Disposition: Hold period expires, then reclaim, lien, or auction as allowed.

How to configure an electronic workflow for this certificate

Design a repeatable electronic workflow to collect signatures, attach photos, and record timestamps automatically.

Field Configuration
Authentication method Email link, SMS code, or stronger KBA where required.
File format Use PDF/A for long-term retention and audit compatibility.
Photo attachments Require image fields for condition evidence, labeled by view.
Retention setting Archive signed copy in secure storage for required retention period.

Technical considerations for e-signature and e-submission

Choose a platform that supports secure signing, timestamping, retention, and documented audit trails.

  • File formats: PDF, DOCX, HTML and image attachments supported.
  • Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365 integrations.
  • Authentication: Email link, SMS code, KBA and SSO available.

Ensure the chosen system preserves a tamper-evident audit trail and retains records according to legal and local retention requirements.

Security and compliance features to include with electronic certificates

Encryption: TLS 1.2/1.3; AES-256 at rest
Audit trail: Timestamps, IP, and action logs
Access controls: Role-based permissions for users
Authentication: Email, SMS, KBA, or SSO options
Retention controls: Immutable archival and export options
Compliance: ESIGN, UETA, SOC 2, ISO 27001

Consequences of incomplete or incorrect certificates

Civil liability: Wrongful removal claims
Administrative fines: Violations of local ordinance
Storage costs: Accumulated towing and storage fees
Title issues: Complications for lien or title transfer
Owner disputes: Lengthy reclamation or litigation
Record rejection: Invalid notices due to missing elements

Common preparation mistakes to avoid

  • Incomplete owner contact or incorrect VIN that prevents timely owner notification and title clearance.
  • Missing or unsigned authorization from the proper property representative, causing disputes over removal authority.
  • Failure to attach dated photographic evidence and precise location, undermining the factual record in hearings or claims.
  • Not following local notice posting or mailing procedures, which can invalidate subsequent lien or auction steps.

Real-world scenarios where the certificate is used

These examples illustrate typical fact patterns and administrative follow-up where a well-completed certificate matters.

Residential landlord

Intro: A landlord documents an abandoned vehicle blocking an assigned parking space and authorizes removal.

  • Point: Tow company records VIN and photos.
  • Outro: The signed certificate plus notice mailings support storage billing and, after required holding, enable the towing company to pursue lien sale or title clearance under local ordinance.

Municipal code enforcement

Intro: A city inspector cites a vehicle obstructing a sidewalk and orders removal.

  • Point: Inspector completes the removal certificate and logs GPS coordinates.
  • Outro: The record provides officials with evidence for enforcement actions, and the towing operator uses the certificate to notify the registered owner and begin administrative disposition per municipal code.

Practical tips for accurate and efficient completion

Small process improvements reduce disputes and administrative overhead when vehicles are removed.

Standardize the form
Use a template that enforces required fields, includes photo attachments, and produces a timestamped PDF to reduce omissions and speed processing.
Verify ownership
Confirm the registered owner via DMV lookup before sending final notices to avoid wrongful removal claims and backup-withholding complications for recovered payments.
Capture evidence
Attach clear dated photos from multiple angles and note landmarks to corroborate the removal location and vehicle condition.
Document notices
Retain proof of posted notices and certified mail or electronic delivery evidence to satisfy statutory notice requirements and support lien procedures.

Comparison: signNow and other eSignature providers for managing the certificate workflow

Basic pricing and feature availability can influence how you collect signatures, store records, and scale high-volume removal workflows.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial, no credit card Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes (premium tiers) Yes Yes Yes Yes
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions — practical answers

Answers to common operational and legal questions about using the Virginia Vehicle Removal Certificate in practice.


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