VSF Record Keeping Requirements

Paperwork

You must keep the following paperwork in your records on each vehicle you store for two years. A checklist for these requirements can be found here:

• motor vehicle registration checks;
• notification letters;
• certified return receipts;
• tow tickets (if applicable);
• bills for service;
• auction sales receipts;
• inventory (if applicable);
• certificates of authority to demolish; and
• Any authorized document used to release a vehicle, including but not limited to a title, affidavit of right of possession and control, or court order.
• Information that is required to be somewhere in the paperwork (does not have to be in a certain place). A checklist to ensure you have these things on each vehicle can be found here.
  • The year, make, model, color, correct license plate number, state issuing the license, and correct vehicle identification number of the vehicle;
  • The date, time and location from which the vehicle was towed, and name of person or company who authorized the tow;
  • The tow operator’s TDLR license number, the name of the company that towed the vehicle, and the license plate numbers of plates issued to the tow truck under Transportation Code, §502.180, and §504.508;
  • The date the vehicle was released, the name of the individual to whom the vehicle was released, and the type of identification (Texas driver’s license or other state or federally issued photo identification) and identification number provided by the individual to whom the vehicle was released;
  • The date of any vehicle transfer, and the address of the location to which the vehicle was transferred along with the name of the towing company and tow operator’s with TDLR license number, who made the transfer;
  • A copy of any certificate of title issued after the vehicle came into the possession of the VSF, any certificate of authority to demolish, any law enforcement auction sales receipt, or any transfer document issued by the State of Texas for the vehicle if vehicle ownership has been transferred due to any action of the VSF or if the vehicle has been disposed of or demolished; and
  • All amounts received at the time the vehicle was released, including the specific nature of each charge.

VSF’s must ensure nonconsent tow tickets have the following information on them:

• The name of the towing company;
• The telephone number of the towing company;
• The towing companies TDLR number;
• The TDLR license number of the tow operator.

You need to make and keep a copy of the tow operator’s valid TDLR card and cab card (must be valid) when they drop off a vehicle.

The VSF must allow TDLR employees, and Law Enforcement to look at and make copies of any paperwork.

• All paper work must be kept at the actual lot unless approved by TDLR.

Combined Tow Ticket and VSF Invoice

You can combine the tow ticket and VSF invoice but your combined tow ticket and invoice must meet these requirements:

• Towing charges and separated from storage charges;
• Storage charges must be under a heading that says “Storage charges”;
• Towing charges must be under a heading that says “Towing charges”;
  • Tow charges that were brought over from the tow ticket must match what was on the tow ticket at the time it was given to the VSF;

For combined invoice the following tow information must be on the invoice:

• Licensed name of the tow company;
• Publicly listed phone number for the towing company;
• Towing company certificate number.

• A sample of the combined towing and VSF invoice can be found on the TDLR website (sample 3) by clicking here.

Paperwork Checklist

The VSF must ensure the following paperwork is kept for each vehicle for two years.

• Motor vehicle registration checks;
• Notification letters;
• Certified return receipts;
• Tow tickets (if applicable);
• Bills for service;
• Auction sales receipts;
• Inventory (if applicable);
• Certificates of authority to demolish; and
• Any authorized document used to release a vehicle, including but not limited to a title, affidavit of right of possession and control, or court order.

Minimum Information Checklist

The following information must be somewhere in the paperwork for each vehicle.

• Year
• Make
• Model
• Color
• License plate number of the vehicle
• State issuing license place
• Vin number
• Date of tow
• Time of tow
• Location from which vehicle was towed
• Person or company authorizing the tow
• Tow operators TDLR number
• Name of the towing company
• Date the vehicle was released
• Tow truck license plate number of the tow truck that towed the vehicle
• Name of the person the vehicle was released to
• Type and ID number of the ID used to release the vehicle
• Date of any vehicle transfer
• Address where vehicle was transferred
• Name and license number of operator who made the transfer
• Copy of Certificate of title
• Certificate of Authority to Demolish
• Law enforcement auction sales receipt
• Any transfer document issued by the state
• All amounts received and the specific nature of each charge