What to do when someone has passed away
When someone passes away, you can settle all licence, registration and transfer matters with us. We understand this may be overwhelming, so this guide is here to help.
If you’re the authorised representative, there are a few things you may need to do with us, including:
- surrendering any licences held by the deceased
- transferring or cancelling vehicle and vessel registrations
- handling any related permits or plates.
It’s easiest if you do all of these in one visit at a VicRoads Customer Service Centre. You won’t need an appointment.
The Deceased estates pack (PDF) has a detailed overview of the steps forms you might need to fill out before you attend a VicRoads Customer Service Centre to settle these matters.
Keep in mind: We won’t keep or copy any documents you give us, unless you’ve created them for VicRoads, like a statutory declaration. If you’re sending forms by post, send us certified copies of your documents because we can't return originals.
Steps to follow when a person has died
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Step 1: Notify us that the person has passed away
When you let us know about a death, we’ll need an original or certified copy of one of the below:
- a death certificate issued by Births, Deaths and Marriages
- an interim death certificate (issued by Australian Registry of Births, Death, and Marriages), or
- a letter or form from an Australian coroner’s court that confirms the person’s full name, date of birth and date of death
- an international death certificate in English, or accompanied by an English translation from an interpreter who is accredited or recognised by the National Accreditation Authority for Translators and Interpreters (NAATI) if the person died in another country.
You can do this:
- in person at a VicRoads Customer Service Centre
- by post (send only a certified copy) to VicRoads: GPO Box 1644, Melbourne, VIC 3001.
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Step 2: Let us know who’s the authorised representative of the estate
Before you start, you’ll need to prove that you’re the authorised representative of the deceased’s estate. You can do that with one of the following original or certified documents:
- a relevant section of the will
- a grant of probate issued by an Australian Supreme Court*
- letters of administration*
- a solicitor’s letter on letterhead stating that the solicitor represents the estate
- a Statutory declaration for the administration of a deceased estate form (PDF)**
If there’s more than one executor or administrator, we need a letter signed by all of them. This letter should say they choose you as the representative.
The authorised representative needs to complete this step in person at a VicRoads Customer Service Centre.
Note: We will verify that you are authorised for each transaction involving the deceased estate. It’s easier if you do them all in one trip.
*If you don’t have an original or certified copy, we can verify this online - we just need the application number and the unique identifier.
**If the estate is worth less than $32,470.
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Step 3: Complete any activities to settle the estate
The final step is to cancel or transfer any of the following held by the person who has passed away:
- licences
- number plates
- permits
- registrations.
How to cancel licences, permits and registrations
You’ll need to surrender any licences held by the person who has passed away. You can also cancel any vehicle or vessel registrations if they are not going to be transferred to someone else.
You can do this by filling in a Cancellation and refund request for deceased estate form (PDF).
We’ll have to invalidate the card, but you can keep it after if you’d like.
You need to do this in person at a VicRoads Customer Service Centre.
If you cancel a licence of someone who has passed away, the estate may be eligible for a refund.
We'll send this refund by cheque to the authorised representative, made out to the estate of the deceased. There is an administration fee that we’ll remove from the refund, and if the refund is less than the admin fee, we won’t issue the refund.
We don’t issue refunds for learner permits or vessel registrations.
How to transfer registrations
For each vehicle or vessel registration you’re transferring, fill out one of the below forms:
- For a vehicle: Transfer of registration from a deceased estate form (PDF)
- For a vessel: Application for transfer of vessel registration from deceased estate form (PDF)
You can provide the form:
- in person at a VicRoads Customer Service Centre
- by post to VicRoads: GPO Box 1644, Melbourne, VIC 3001.
Include details of the:
- person who has passed away (the disposer in the case of a vessel transfer)
- authorised representative of the estate (the disposer in the case of a vehicle transfer)
- person who the vehicle or vessel will now be registered to (the acquirer).
If the vessel has a trailer, you’ll need to transfer this separately as a vehicle.
When transferring a vehicle, you should also make sure:
- that the vehicle has a current registration and isn’t reported as stolen or written off
- that the person who the vehicle will now be registered to has a Victoria driver licence or VicRoads customer number. If they don’t, they’ll need to visit a VicRoads Customer Service Centre with evidence of identity.
Here’s what you’ll need to provide, depending on who you are transferring to:
- The spouse or partner of the deceased:
- You don’t need to provide a roadworthy certificate or pay fees.
- A person with beneficial entitlement:
- Provide a roadworthy certificate less than 30 days old (unless exempt).
- Pay the transfer fee.
- Another person or company:
- Provide a roadworthy certificate less than 30 days old (unless exempt).
- Pay the transfer fee and motor vehicle duty.
- An authorised representative temporarily (pending estate settlement):
- Submit a transfer form listing the authorised representative as disposer and acquirer.
- Pay the transfer fee.
- An authorised representative permanently (if not spouse or beneficial entitlement):
- Submit a transfer form listing the authorised representative as disposer and acquirer.
- Provide a roadworthy certificate less than 30 days old (unless exempt).
- Pay the transfer fee and motor vehicle duty.
If you’re transferring the custom number plates along with the vehicle, just follow the steps to transfer a vehicle in the section above and the plates will be transferred along with the vehicle.
If you’re not transferring the custom number plates with the vehicle, take them off the vehicle before you transfer.
Then you should either:
- cancel the vehicle’s registration, or
- visit a VicRoads Customer Service Centre to get a general issue number plate.
Once you have removed the plates from a vehicle, you’ll need to transfer the rights to the custom plate. To do that, fill out a Transfer of registration number rights agreement for deceased estate form (pdf). You’ll also need to fill out this form if you’re transferring the rights of custom plates that aren’t assigned to a vehicle.
You can do this:
- in person at a VicRoads Customer Service Centre
- by post to VicRoads: GPO Box 1644, Melbourne, VIC 3001.
How to transfer a club permit
A club permit can only be reassigned to the spouse or domestic partner of the person who has passed away. They must also a member of an approved club. To reassign the club permit, you’ll need to complete a Club permit reassignment form. You can find the form on the last page of the Deceased estate pack (PDF).
This needs to be signed by:
- the spouse or domestic partner of the person who has passed away, and
- an authorised officer of the club.
You need to do this in person at a VicRoads Customer Service Centre.
If you can’t reassign the club permit, or you don’t need it anymore, you can cancel it. Just visit a VicRoads Customer Service Centre and we can help you. We'll tell you if you need to return the club permit number plates.