Illinois Form VSD 238 Uniform Invoice Guide – Looking for clear, up-to-date information on Illinois Secretary of State Form VSD 238? This official form, also known as the Uniform Invoice for Vehicles/Essential Parts, is a critical document for licensed vehicle dealers, rebuilders, and parts sellers across Illinois. Whether you buy, sell, or transfer vehicles or essential parts, understanding Form VSD 238 helps ensure legal compliance and protects your business.
This guide covers everything U.S. residents and Illinois businesses need to know about Form VSD 238, based on official sources from the Illinois Secretary of State and Illinois Compiled Statutes.
What Is Illinois Form VSD 238?
Form VSD 238 is the official Uniform Invoice for Vehicles/Essential Parts issued by the Illinois Secretary of State. It serves as a standardized invoice and, in many cases, a bill of sale for transactions involving vehicles or designated essential parts.
The form is required under Illinois Vehicle Code (625 ILCS 5/5-402.1). Licensed dealers and certain other parties must issue this uniform invoice when disposing of essential parts (with limited exceptions). The current version is dated December 2022 (VSD 238.7) and remains the active form available from the Illinois Secretary of State.
You can download the official fillable PDF directly from the Illinois Secretary of State website: Download Form VSD 238 (PDF).
Who Must Use Form VSD 238?
According to Illinois law, the following parties must use the Uniform Invoice:
- Persons licensed or required to be licensed under Sections 5-101, 5-101.1, 5-102, 5-102.8, or 5-301 of the Illinois Vehicle Code (primarily new and used vehicle dealers, rebuilders, and related licensees).
- Anyone disposing of essential parts other than quarter panels and transmissions of first-division vehicles (passenger cars).
Scrap processors are generally exempt. The form must be completed at the time of the disposition of the essential part. Multiple parts sold in one transaction may be listed on a single invoice.
What Information Must Appear on Form VSD 238?
Illinois statute requires specific information on every Uniform Invoice. The form captures:
- Business name, address, and dealer license number of the seller
- Name and address of the buyer (plus dealer license number if the buyer is a dealer)
- Date of the transaction
- Year, make, model, color, and description of each vehicle or essential part
- Manufacturer’s Vehicle Identification Number (VIN), Secretary of State identification number, or Illinois State Police identification number
- Printed name and legible signature of the seller or agent
- Printed name and legible signature of the buyer or agent (when the buyer is a dealer)
The form also includes checkboxes or fields for purchase vs. sale and spaces for buyer identification details when the seller is not a licensed dealer.
Essential Parts Covered by Form VSD 238
The official form lists the following essential parts that typically require documentation:
- All fenders
- Hoods
- All doors
- Decklids / hatchbacks / trunk lids
- T-tops and roof assemblies with sun, moon, Astro, T-top or similar items
- Frames
- Engines
- Chassis
- Shells
- Hulk
- Transmissions of second-division vehicles
- Front-end assembly (headlights, grill, fenders, hood)
- Front clip (front-end assembly with cowl attached)
- Rear clip (quarter panel/fenders, floor and top)
- Aluminum wheels
- Seats
- Stereo radios, cassette radios, compact disc radios, cassette/compact disc radios, compact disc players and changers
- Clip cab (roof, back panel, floor – second division)
- Cab (clip cab with cowl attached – second division)
- Cowl
Note that quarter panels and transmissions of first-division vehicles are generally excluded from the Uniform Invoice requirement.
How to Complete and Use Form VSD 238?
Follow these practical steps:
- Download the official form from the Illinois Secretary of State: VSD 238 PDF.
- Open the fillable PDF in Adobe Acrobat Reader for best results.
- Enter the dealer name, DRS number, and indicate whether the transaction is a purchase or sale.
- List each item sold with year, make, color, model, VIN (or other ID number), and part description.
- Complete seller and buyer sections, including printed names, signatures, phone numbers, and identification details when required.
- When acquiring parts from a non-dealer, verify identity with a driver’s license plus one additional acceptable form of ID.
- Retain a copy of the completed invoice for at least three years at the principal place of business.
The form itself is generally not submitted to the Secretary of State. It serves as the required record of the transaction and may function as a bill of sale.
Acceptable Forms of Identification
When the person disposing of the part is not a licensed dealer, the acquiring licensee must examine two sources of identification. One must be a driver’s license or state identification card. Acceptable additional forms listed on the official form include:
- Credit card
- Licensed dealer I.D. card
- Illinois state I.D. card
- Voter’s registration card
- Birth certificate
- Firearms Owners I.D. card (FOID)
- Employment I.D. card
- Military I.D. card
Record-Keeping and Penalties
Illinois law requires licensed parties to retain copies of Uniform Invoices for three years. Records may be examined during lawful inspections of the premises.
Knowingly failing to issue the invoice, omitting required information, placing false entries, or failing to retain records is a Class 2 felony. Each essential part involved can constitute a separate offense.
Where to Get Official Help and Related Forms?
Always use the official form from the Illinois Secretary of State website. Additional vehicle-related forms and publications are available on the Title and Registration Publications page: Illinois SOS Title & Registration Forms.
For the full legal text governing the Uniform Invoice, refer to the Illinois Compiled Statutes: 625 ILCS 5/5-402.1.
Contact the Illinois Secretary of State Vehicle Services Department for specific questions about dealer licensing or form use. Official contact information is available at ilsos.gov.
Why Proper Use of Form VSD 238 Matters?
Using Form VSD 238 correctly protects both buyers and sellers. It creates a clear paper trail for essential parts, helps prevent the movement of stolen or altered components, and keeps licensed businesses in compliance with Illinois law. For vehicle dealers and parts sellers operating in Illinois or doing business with Illinois licensees, this form is an essential part of daily operations.
Download the official form today and keep your records accurate and complete.
Official Download: Illinois Form VSD 238 – Uniform Invoice for Vehicles/Essential Parts (PDF)