In order to help keep your deals moving, we’ve pulled together some of the leading causes of rejection, along with how to avoid those issues.

Incomplete documentation 

Incomplete or missing documentation are the leading causes of a rejection. Be sure to check the following:

• Full name (First, Middle, Last, Suffix) of Buyer/Co-Buyer must be included on all documents
  
  • Name(s) should be consistent throughout and appear the same on all documents
• Missing signatures — before submitting, check that all signatures are present 
• Missing Exemption Certificate for out-of-state buyers
• If cash deal/no lien, “NONE” should appear on the lienholder line 

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Information in Vitu does not match documentation uploaded

Be sure that all information matches across your documentation.

• Full name (First, Middle, Last, Suffix) of Buyer/Co-Buyer must match on all uploaded documentation.
  
  • If Buyer/Co-Buyer has a full middle name spelled out in their documents, be sure to remove it from the Middle field and enter it behind the First name. The State/County system only recognizes the first initial entered in Middle. 
  • Due to the state title issuance system only having a middle initial (1 character limit) The county would receive this in their system as FIRST M LAST.

By entering the middle name behind the first name, separated by a space, the county will receive the name as FIRST MIDDLE LAST and will match your documents, preventing rejection (as shown below).

Additional issues with document information include:

• Purchase Date entered in the system should match the delivery/assignment date in documentation 
• Social Security Number does not match the documentation uploaded or did not enter 
• Out-of-state inspections are valid for 30 days 
• Forgot to cancel the lien in system

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Missing/Wrong documentation

Common errors in this category include:

• Front/Back of the title or MSO not scanned
• Lien release
• Incorrect BMV 3772 provided (trade vs. retail) 
• Affidavit of correction missing
• Scans not in color or upside down  
• If correcting a rejected transaction, be sure you have removed the scans containing the error(s) that caused the rejection and scanned in the updated and/or missing documents

Reminder: Always check with your processing county regarding paperwork requirements and rejections. Each county has their own processing standards and certain requirements can vary by county.

Beginning January 1, 2026, the R.C. 4505.09, 4519.59 increases the general Certificate of Title fee required for most motor vehicles, all-purpose vehicles, and off-highway motorcycles by $3 (from $15 to $18). The revised code also allocates the increase to the Security, Investigations, and Policing Fund (Fund 8400) which is used by the Ohio State Highway Patrol for certain security and investigation operations.  

Optional county fee: County commissioners have the option to raise the title fee by an additional $5. This may or may not affect you depending on the county you process with and if said county elects to charge the additional fee. Dealer Resale Titles fee remains $5

Recently, we sent out our 2026 Due Date Submission Calculator “Calendar” Wheels to your dealership. If you need more of these handy tools for quickly pinpointing your crucial title and reg work deadlines, just reach out to your Vitu Account Executive.