Understanding DMV vehicle record inquiry fields is a practical skill for California dealers who want cleaner title transfers, fewer registration delays, and stronger deal file documentation. When you pull a vehicle record inquiry (from DMV or an approved vendor), the data may appear in different orders, but the core fields mean the same things and can be verified using the DMV’s own reference charts.
This guide distills the most common inquiry fields dealers see—especially VEH, BODY/BTM, CLAS (VLF class), the asterisk year, REC STATUS messages, CLEARANCE INFORMATION RECORDS, and the odometer reading/date—and explains how to use them to spot issues before they become processing problems.
Why DMV vehicle record inquiry fields matter in a dealer workflow
In Dealer Educator training, a consistent theme is that small data mismatches (VIN, body type, or status messages) can create big downstream delays. Your inquiry printout is often the fastest way to:
- Confirm the DMV record matches the vehicle and paperwork before you submit a transfer.
- Identify record status messages that signal holds, incomplete items, or prior activity that needs clarification.
- Document what you saw and when you saw it for internal controls and compliance.
How to read a vehicle record inquiry printout (dealers’ “big picture”)
The DMV Vehicle Industry Registration Procedures Manual (VIRP) notes that inquiry printouts can display fields in different sequences depending on the source, and the chapter is designed to help industry users read what appears on the record. (DMV VIRP Manual, Inquiries, Basic Information: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
Think of the inquiry as having three layers:
- Identity & configuration fields (what the vehicle is in DMV’s system): VIN, year model, make, BTM/body type, motive power, etc.
- Fee/tax classification indicators: CLAS (VLF class) and the asterisk year.
- Status & transaction history breadcrumbs: REC STATUS messages and CLEARANCE INFORMATION RECORDS.
Key DMV vehicle record inquiry fields dealers should know
VEH: Type vehicle code (DMV internal use)
VEH is listed in the VIRP inquiry field definitions as a “type vehicle code (DMV internal use).” In practice, it’s not usually a field a dealer changes; it’s mainly a clue about how DMV is categorizing the record internally. If your inquiry shows unexpected related classifications (commercial indicators, trailer indicators, etc.), treat that as a prompt to slow down and confirm supporting fields (especially BODY/BTM, axles, weight where applicable). (DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
BODY / BTM: Body type code and body type model
DMV inquiry outputs commonly show a body indicator as BODY (body code) and/or BTM (body type model). The VIRP Manual identifies:
- BODY: body code (verified via Chart 1).
- BTM: body type model (also tied to Chart 1).
(DMV VIRP Manual, Chart 1: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/chart-1-body-type-model-and-body-type-codes/)
Dealer usage tip: When a deal is headed for titling/registration, verify the body type/model shown on the inquiry aligns with the vehicle’s actual configuration and the title/ownership documents. If it doesn’t, plan for a correction path before submission rather than after DMV rejects or delays the transaction.
Common pitfall: Chart 1 warns that BTC “0” is always a zero, not the letter “O”. That simple mix-up can cause mis-keying and mismatches when reconciling paperwork to the DMV record. (DMV VIRP Manual, Chart 1: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/chart-1-body-type-model-and-body-type-codes/)
CLAS: VLF (Vehicle License Fee) class
The inquiry field CLAS is defined in the VIRP Manual as an alpha code assigned to the vehicle’s VLF class. This is important because VLF class is used as part of the VLF calculation logic on the DMV side. (DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
Dealer usage tip: If your deal file includes information that suggests the vehicle’s classification changed (transfer, modification, reclassification indicators), use CLAS as a reasonableness check and be prepared to support the classification you’re submitting.
* – YR: “Asterisk year” used when last re-classified
On many inquiry outputs, you may see a field shown as * – YR. DMV describes this as an “asterisk year assigned when last re-classified.” (DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
Dealer usage tip: Don’t confuse this with year model. When reconciling fees or classifications, treat the presence of an asterisk year as a signal that DMV has applied a reclassification history at some point.
REC STATUS: Record status and informational messages
DMV defines REC STATUS as the “status of the record, followed by informational messages.” These messages help you understand whether the record is clean for processing or whether additional review is needed. (DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
Dealer usage tip: In your deal jacket, note the REC STATUS message(s) that appeared on the day you verified the vehicle. If the transaction later hits a snag, you’ll have a clear internal record of what the system showed at your intake/processing step.
CLEARANCE INFORMATION RECORDS: The accounting trail of transactions
One of the most useful (and most overlooked) inquiry sections is CLEARANCE INFORMATION RECORDS, which DMV describes as an “accounting trail of the transactions on this vehicle record.” The VIRP Manual lists the data elements you may see in this trail, including:
- Office number
- Work date
- Tech ID number
- Sequence (of that transaction)
- Value of the application
- Fiche date (older record added to microfiche and does not display)
- Type Transaction Code (TTC)
(DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
How dealers use it: This trail can help you reconcile a record when something doesn’t “make sense” (for example, you’re seeing indicators of prior activity that the seller can’t explain). You generally won’t decode every TTC without deeper reference material, but the presence of recent work dates, office activity, or microfiche indicators can tell you when to pause, gather more documentation, and confirm what you’re submitting is consistent with the DMV record.
MM/DD/YYYY – ODOMETER: Latest recorded odometer reading and date
DMV’s inquiry field definitions include an odometer element showing the latest recorded odometer reading and the date of the recording. (DMV VIRP Manual, Inquiries field chart: https://www.dmv.ca.gov/portal/handbook/vehicle-industry-registration-procedures-manual-2/inquiries/basic-information/)
Dealer usage tip: Use the inquiry odometer/date as a cross-check against your deal documents and vehicle condition. If there’s a discrepancy you can’t explain, stop and investigate before you finalize disclosures or submit paperwork.
Practical verification checklist (for title transfer & registration processing)
Use this quick checklist as an internal control step when a vehicle comes into inventory or before you submit a transfer:
- Match VIN across the vehicle, title, and inquiry record.
- Confirm BODY/BTM using DMV Chart 1 (don’t confuse “0” and “O”).
- Review CLAS and *–YR for classification context if fees or reclassification questions arise.
- Read REC STATUS carefully and record the message in your deal notes.
- Scan CLEARANCE INFORMATION RECORDS for clues of prior activity (recent work date, office trail, microfiche indicator).
- Cross-check odometer/date with your disclosures and supporting paperwork.
Common dealer pitfalls (and how to avoid them)
- Treating BODY/BTM as “close enough”: If the body type/model is wrong, expect processing delays or the need for correction support. Verify against DMV Chart 1 early.
- Ignoring REC STATUS messages: A status message is a signal to research, not a line to skim past.
- Not documenting what you saw: A dated inquiry printout (or saved vendor report) and a short internal note can protect your process when timelines, customer expectations, or compliance reviews come up.
Deal file documentation: what to keep and why
Dealer Educator emphasizes disciplined recordkeeping because DMV investigators can inspect dealership records for compliance purposes. Maintain an organized deal file that shows your verification steps and supports the documents you submit.
At a minimum, consider saving:
- The inquiry printout (or PDF) used for your decision-making
- A short note of discrepancies found (if any) and how they were resolved
- Supporting documents used to reconcile the inquiry (title copies, correction statements, etc.)
Quick reference table: inquiry fields and what to do with them
| Inquiry field | What it tells you | Dealer action |
| VEH | DMV internal vehicle type code | Use as a clue; verify related classification fields if something looks off |
| BODY / BTM | Body code / body type model | Confirm using DMV Chart 1; correct mismatches before submission |
| CLAS | VLF class indicator | Use as a reasonableness check when fees/classification are questioned |
| * – YR | Asterisk year assigned when last re-classified | Flag for reclassification context; don’t confuse with year model |
| REC STATUS | Record status plus informational messages | Read carefully, document message(s), and investigate as needed |
| CLEARANCE INFORMATION RECORDS | Accounting trail of record transactions (office, dates, TTC, etc.) | Use to understand record activity; pause and gather support if needed |
| ODOMETER (with date) | Latest recorded odometer and date | Cross-check against disclosures and vehicle condition; investigate discrepancies |
Bottom line for CA DMV dealer test prep and real-world compliance
Being fluent in DMV vehicle record inquiry fields helps you catch avoidable problems early—especially body type/code mismatches, confusing classification indicators, and record status flags. The dealers who build a repeatable “inquiry review” step into intake and processing tend to reduce rework, improve turnaround time, and maintain cleaner, more defensible deal files.
