What to expect during an OMVIC inspection

All OMVIC registered dealers are inspected regularly. Inspections can be routine, such as those for newly registered dealers, or result from several factors including consumer complaints, past compliance history, or financial responsibility concerns.

What should I do before an OMVIC inspection?

Dealers should consider the following before an OMVIC inspection:

• Self-audit your books and records, which includes advertising
• Routinely review OMVIC’s email communications for compliance issues and trends facing the industry
• Review terms and conditions of registration (if applicable) and take steps to correct noncompliance before an OMVIC inspection
• Ensure all records are stored at the registered records premises
• Verify all records related to the trade are on site

OMVIC Inspectors visit with or without an appointment

OMVIC Inspectors have the authority to attend dealerships without an appointment. OMVIC may inspect a dealer as a result of several factors, including area specific visits and/or the nature of a complaint or information received.

If OMVIC intends to conduct a scheduled inspection with an appointment, an Inspection Notice is sent in advance, by email. Dealers should read all emails from OMVIC and confirm that the email account provided to OMVIC is current in order to avoid missing a scheduled appointment.

The Inspection Notice will contain the following:

In-person Inspection:

• Time and date for the inspection
• List of the books and records required to be available for review
• Name and contact information of the OMVIC inspector
• Inspection questionnaire

Remote Inspection:

• Time and date for the inspection
• List of the books and records required to be available for review
• Name and contact information of the OMVIC Inspector
• Inspection questionnaire

Inspection Notices are provided as a courtesy and are not a requirement under the MVDA. Dealers must ensure to have their books and records available on site.

How long will the inspection take?

The length of an inspection can vary. There is no set timeframe because each dealership operation can differ. The time needed depends on several factors, including:

• Are the records well-organized, complete, legible and submitted as requested
• Volume of sales
• Volume of advertisements reviewed
• Questions and discussions during the inspection to or from staff of the dealership

While the essential structure of an inspection does not vary significantly, the focus may change depending on the circumstances detected during the inspection review. Providing complete records on time and responding promptly to requests for information can help the inspection be completed more efficiently.

Cooperation during an inspection

A dealer must assist the OMVIC Inspector when asked, such as producing a document or record, or helping the Inspector with the use of the dealer’s data storage, processing or retrieval device (e.g. past advertisements from online accounts, financing portals).

What happens at the end of the inspection?

At the end of the inspection, the inspector will review the findings with the dealer or their representative, discuss any concerns, share education and best practices, and answer questions. An Inspection Findings Notice is provided that identifies any non‑compliant items that require attention. This document is given to the authorized representative of the dealership and should be carefully reviewed and kept for your records. If the owner or dealer principal was not present, a copy must be provided to them by the authorized representative. The dealer or representative will be asked to sign the Inspection Findings Notice to acknowledge receipt.

OMVIC Inspectors prepare final written reports of their inspections which may be referred to OMVIC Senior Management to determine what (if any) further action is required. Inspectors do not decide if the results of an inspection will trigger any further administrative action.

Note: Be sure to ask questions about these findings and take prompt action to address and resolve any issues

Resources

Dealer Webinars
Weekly webinars on Advertising Compliance and Disclosures Compliance are conducted regularly for dealers and salespeople to attend from the comfort of their own office. To see upcoming webinars, click here.

Industry Standards & Conduct Team
The Industry Standards & Conduct Team help dealers understand and comply with the MVDA, its regulations, and the Code of Ethics. They are available to answer compliance questions and provide guidance when needed. Inquiries can be sent to [email protected].