Duplicate / replacement titles
Pennsylvania duplicate title overview
In Pennsylvania, duplicate titles are issued by PennDOT using different forms depending on who owns the vehicle. Most dealership scenarios involve either an individual customer using Form MV‑38O or a dealer using Form MV‑38D when the dealership is the titled owner.
- Verify who is on record as the titled owner (customer, your dealership, lienholder, or auction entity).
- Confirm lien status in PennDOT records before promising a timeline. Active liens can delay or redirect the new title.
- For retail customers, have the owner complete MV‑38O – Application for Duplicate Certificate of Title by Owner, collect the fee, and mail it as instructed.
- For dealer‑owned inventory, complete MV‑38D – Application for Duplicate Certificate of Title by a Registered Dealer and make sure the dealer name matches your PennDOT registration exactly.
- Log every duplicate‑title request in a shared spreadsheet or DMS report so sales cannot deliver units with no negotiable title on the way.
Dealer use cases to standardize
- Auction purchases: clarify in the purchase terms who will submit MV‑38D when the title is lost and pause retail marketing until PennDOT issues the replacement.
- Dealer trades: capture copies of MV‑38D and payoff / lien‑release documents in both stores’ deal jackets.
- BHPH portfolios: after payoff, make sure the lien is satisfied in PennDOT’s system before you order a duplicate “clean” title for a customer.