The Mail Title Checklist is the Alachua County Tax Collector's list of what to send when you apply for a Florida vehicle title and registration by mail. It covers proof of ownership, Form HSMV 82040, identification, Form HSMV 82042 and the fees that apply to the transaction. On this page you can fill out the checklist online on FillingPDF and download or print the completed PDF; the original is published by the agency on its website, alachuacollector.com.
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What is Mail Title Checklist – Alachua County, FL?
The Mail Title Checklist is an Alachua County Tax Collector checklist that tells vehicle owners which documents, forms and fees to include when they apply for a vehicle title and registration by mail, so the title and registration process can be expedited.
The checklist has five numbered items:
- 1. Proof of Ownership: the MCO, Federal Odometer Disclosure and bill of sale or dealer invoice for a newly purchased vehicle, or an out-of-state title for a newly acquired one.
- 2. Form HSMV 82040, Application for Certificate of Motor Vehicle Title.
- 3. Identification: a copy of each applicant's driver's license, or the FEID of a business owner.
- 4. Form HSMV 82042, Vehicle Identification Number and Odometer Declaration, which requires a physical inspection of the vehicle identification number (VIN).
- 5. Fees: registration transfer, new registration, sales tax, title, late and mail fees.
Forms HSMV 82040 and HSMV 82042 are separate forms that the checklist links at flhsmv.gov; the checklist also links a rate chart there for the annual license fee.
Although the Alachua County Tax Collector is the issuing office, this is not an Alachua County property tax document. It concerns vehicle title and registration only.
Who needs to file Mail Title Checklist – Alachua County, FL?
Vehicle owners who apply for a title and registration through the Alachua County Tax Collector by mail use this checklist to assemble their packet. The checklist separates cases by what is being titled:
- Newly purchased vehicles never titled or registered: proof of ownership is the MCO, the Federal Odometer Disclosure and a bill of sale or dealer invoice.
- Newly acquired vehicles with an out-of-state title: the "Transfer of Title by Seller" section of the title must be completed in full, with the printed names and signatures of each seller and each purchaser.
- Businesses: if the owner is a business, its FEID is required, and the business must verify through the Florida Division of Corporations.
- Co-owners: a copy of every applicant's driver's license is required, and the applicants' signatures are required in Section 12 of Form HSMV 82040.
Exclusion: omit Form HSMV 82042 if the vehicle is brand new or already has a current Florida title.
If a license plate needs to be renewed or replaced, the checklist tells you to contact the office for assistance rather than use the standard fee items.
When to file Mail Title Checklist – Alachua County, FL
Titles should be processed within 30 days from the date of purchase. If processing happens after the 30 days, the checklist says a late fee is applied; ask the Alachua County Tax Collector for the current amount.
The checklist prints no other deadline. You assemble the packet when you are ready to title and register the vehicle, and the 30-day period runs from the purchase date, so gather the original MCO or the signed out-of-state title, the completed forms and the VIN verification promptly after buying the vehicle.
Documents you need
- Original MCO and Federal Odometer Disclosure (photocopies not accepted), with a bill of sale or dealer invoice, for a newly purchased vehicle that has never been titled or registered.
- Out-of-state title for a newly acquired vehicle, with the "Transfer of Title by Seller" section completed in full: printed name(s) and signature(s) of each transferor (seller) and each transferee (purchaser).
- Form HSMV 82040, Application for Certificate of Motor Vehicle Title, with Sections 1 through 6 completed and the applicants' signature(s) in Section 12.
- Copy of the driver's license of all applicants.
- FEID of the business, only if the owner is a business; the business must verify through the Florida Division of Corporations.
- Form HSMV 82042, Vehicle Identification Number and Odometer Declaration, after a physical VIN inspection by a Florida Notary, a licensed Florida dealer or any law enforcement officer including Military Police; omit it for a brand-new vehicle or one with a current Florida title.
- Copy of the bill of sale if the vehicle was purchased from a dealer; if purchased from an individual, the selling price must be listed on the title.
How to fill out Mail Title Checklist – Alachua County, FL
Read the whole checklist first
The checklist asks you to read it thoroughly and follow all directions to expedite the title and registration process. Note which items apply to a new vehicle and which to an out-of-state title.
Gather proof of ownership (item 1)
For a newly purchased vehicle that has never been titled or registered, collect the original MCO, the original Federal Odometer Disclosure and the bill of sale or dealer invoice. For a newly acquired out-of-state vehicle, use the title with the seller and purchaser section fully completed.
Complete Form HSMV 82040 (item 2)
Fill in Sections 1 through 6 of Form HSMV 82040, Application for Certificate of Motor Vehicle Title, and have every applicant sign in Section 12.
Add identification (item 3)
Attach a copy of the driver's license of all applicants. If the owner is a business, provide its FEID and verify the business through the Florida Division of Corporations.
Arrange the VIN verification (item 4)
Have Form HSMV 82042 completed after a physical inspection of the VIN by a Florida Notary, licensed Florida dealer or law enforcement officer. Omit the form if the vehicle is brand new or has a current Florida title.
Account for the fees (item 5)
Review the fee types: registration transfer, annual license and initial registration fees, sales tax, title fees, any lien recording, the late fee after 30 days and the mail fee. Ask the office for current amounts and for help if a plate needs renewal or replacement.
Review, download and assemble the package
Check that every item is present and that the sale price evidence (bill of sale or title entry) is included. Download or print the completed PDF from FillingPDF and assemble the package described under How to submit.
How to submit Mail Title Checklist – Alachua County, FL
This checklist is for a mail submission: you send the assembled title packet to the Alachua County Tax Collector. The checklist itself prints no mailing address, so confirm where to send the packet with the office through alachuacollector.com, where the form is published.
What the package should contain:
- Proof of ownership: the original MCO and Federal Odometer Disclosure (photocopies are not accepted) with a bill of sale or dealer invoice, or the out-of-state title with the seller and purchaser section completed.
- Form HSMV 82040 with Sections 1 through 6 completed and the applicants' signatures in Section 12.
- A copy of every applicant's driver's license, or the FEID for a business owner.
- Form HSMV 82042, unless the vehicle is brand new or has a current Florida title.
- The fees that apply, as listed under item 5 of the checklist.
Return delivery: the checklist lists a mail fee, either for a metal license plate or for Express Mail. Unless another plate is requested, you will be issued a "Sunshine State" plate, which may affect your fees; contact the office for assistance.
FillingPDF lets you fill out and download the PDF; submission follows the channels above.
Common mistakes to avoid
- Sending photocopies of the MCO or the Federal Odometer Disclosure; the checklist says they must be original and photocopies are not accepted.
- Submitting an out-of-state title whose "Transfer of Title by Seller" section lacks the printed name or signature of any seller or purchaser.
- Completing Form HSMV 82040 only partly: Sections 1 through 6 must be completed and the applicants' signature(s) are required in Section 12.
- Leaving out the driver's license copy for one of several applicants; the checklist asks for copies for all applicants.
- Listing a business as owner without its FEID or without verifying the business through the Florida Division of Corporations.
- Including Form HSMV 82042 for a brand-new vehicle or one with a current Florida title, where the checklist says to omit it.
- Having the VIN inspected by someone who is not a Florida Notary, a licensed Florida dealer or a law enforcement officer, unless the buyer and seller complete the verification themselves.
- Waiting past 30 days from the date of purchase to process the title, which triggers a late fee.
- Buying from an individual without the selling price listed on the title, or from a dealer without a copy of the bill of sale.
Frequently asked questions
What is the Alachua County Mail Title Checklist?
It is the Alachua County Tax Collector's checklist of documents, forms and fees to include when you apply for a vehicle title and registration by mail. It covers proof of ownership, Form HSMV 82040, identification, Form HSMV 82042 and the applicable fees.
Is the Mail Title Checklist an Alachua County property tax form?
No. Although the Alachua County Tax Collector issues it, the checklist covers vehicle title and registration only. It contains no instructions about Alachua County property tax; questions about those taxes go to the office directly.
What documents do I mail to title a vehicle in Alachua County?
Proof of ownership, Form HSMV 82040 with Sections 1 through 6 completed, a copy of every applicant's driver's license (or the FEID for a business), Form HSMV 82042 unless the vehicle is new or has a current Florida title, and the applicable fees.
Who can verify the VIN on Form HSMV 82042?
A Florida Notary, a licensed Florida dealer or any law enforcement officer, including Military Police, can complete the physical VIN inspection. The checklist also says both the buyer and the seller can complete the verification.
Do I need Form HSMV 82042 for a new vehicle?
No. The checklist says to omit Form HSMV 82042 if the vehicle is brand new or already has a current Florida title. For other vehicles, it requires a physical inspection of the VIN.
Is there a late fee for titling a vehicle in Alachua County?
Yes. Titles should be processed within 30 days from the date of purchase, and a late fee applies if processing happens after the 30 days. The checklist lists the amount; confirm the current figure with the Alachua County Tax Collector.
What fees does the Mail Title Checklist list?
It lists a registration transfer fee, new registration fees (an annual license fee based on the owner's date of birth and vehicle weight, and an initial registration fee), sales tax, title fees, a lien recording fee if applicable, a late fee and a mail fee.
Can I fill out the Mail Title Checklist online?
Yes. You can fill out the PDF online on FillingPDF and download or print it. FillingPDF is an independent service and does not submit anything to the Alachua County Tax Collector; you send the packet through the agency's channels.
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