Toronto Secondhand Dealer Recordkeeping Guide

Business and Consumer Protection Ontario 3 Minutes Read · published February 11, 2026 Flag of Ontario

This guide explains recordkeeping expectations for secondhand dealers operating in Toronto, Ontario, focusing on handling items that may be stolen, required records, reporting pathways, and enforcement. It summarizes the City of Toronto licensing and bylaw context, the role of Toronto Police Service for stolen-property investigations, and practical steps dealers should follow to reduce risk and comply with municipal rules.[1] Dealers should keep clear logs of acquisitions and cooperate with police when property is suspected stolen.[2]

What records should secondhand dealers keep

Maintain contemporaneous records that allow tracing of each purchase or intake, including seller identification, descriptions, serial numbers, photos, date and time, and purchase price. Records should be retained in a searchable format for the period required by the licensing authority.

  • Keep a dated ledger or digital record for each item with identifying details.
  • Record the seller's government ID details and contact information, and attach copies when permitted.
  • Photograph items and record serial numbers where present.
  • Retain records for the period stated by the licensing rules or until any police hold is released.
Keep records in a searchable digital format to speed police checks.

When to report suspected stolen goods

Report immediately to Toronto Police Service when you reasonably suspect an item is stolen. Cooperate with police requests to preserve evidence and provide records. Do not return items to a seller when police have placed a hold or are investigating.[2]

Penalties & Enforcement

Enforcement is handled through City of Toronto licensing and by-law compliance processes and, where theft is suspected, by Toronto Police Service. Specific monetary fines, escalating penalties for repeat offences, and exact administrative sanctions are not specified on the cited municipal licensing pages; consult the licensing office or police for case-specific consequences.[1]

  • Fines: not specified on the cited page.
  • Escalation: first/repeat/continuing offence ranges not specified on the cited page.
  • Non-monetary sanctions: licensing suspensions, licence revocation, seizure of goods, and orders to comply (as enforced by municipal licensing or police).
  • Enforcer: City of Toronto licensing and by-law enforcement; Toronto Police Service for criminal matters and holds.
  • Inspection and complaints: submit complaints or request inspections through the City licensing contact pages.
If police place a hold on property, do not alter or dispose of the item.

Appeals, reviews and time limits

Appeal routes and statutory time limits for licence decisions or municipal orders are administered by the City of Toronto licensing and tribunal processes; specific appeal periods are not specified on the cited municipal page and should be confirmed with the licensing office.[1]

Applications & Forms

The municipal licensing program publishes application forms and licence requirements for businesses dealing in secondhand goods; if no specific form for stolen-goods reporting is listed, dealers use general licence application and recordkeeping templates provided by the City. For criminal reporting, use Toronto Police Service reporting procedures. Where a form name or fee is not published on the cited pages, it is not specified on the cited page.[1]

Practical compliance checklist

  • Log each transaction with full item detail and seller ID.
  • Photograph items before repair or alteration.
  • Check records against police stolen-property bulletins when feasible.
  • Retain records for the retention period required by your licence.
Applying consistent intake procedures reduces risk and speeds investigations.

FAQ

Do I need a municipal licence to operate as a secondhand dealer in Toronto?
Yes, dealers must follow City of Toronto licensing rules and obtain any required licences; check the City licensing pages for current licence types and requirements.[1]
What do I do if a seller brings an item without ID?
Do not purchase items from sellers who cannot provide acceptable ID; document the refusal and retain any available information, and report suspicious activity to police.
How long must I retain records?
Retention periods are set by the licensing authority; if not published on the City pages, confirm with the licensing office as "not specified on the cited page."[1]

How-To

  1. When receiving an item, record the date, time, detailed description, serial numbers, seller name, and ID type.
  2. Take clear photos of the item and any serial numbers before completing the purchase.
  3. If you reasonably suspect the item is stolen, notify Toronto Police Service immediately and preserve the item.
  4. Provide records to police on request and to municipal licensing inspectors during compliance checks.

Key Takeaways

  • Accurate, dated records and photos are essential for compliance and investigations.
  • Report suspected stolen goods to Toronto Police without delay and do not return items under investigation.

Help and Support / Resources

  1. [1] City of Toronto - Secondhand goods dealers licensing
  2. [2] Toronto Police Service - Reporting and stolen property

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