What a bill of sale is and why the DMV requires one

A bill of sale is a written record that you sold a vehicle to someone else or bought one from them. It shows the date, the vehicle details (make, model, year, VIN), the price paid, and the signatures of both the seller and buyer. The DMV uses it as proof that ownership changed hands, and it protects both parties by creating a dated document of the transaction.

Most states require a bill of sale before you can register a vehicle in your name or transfer the title to a new owner. Some states make it mandatory; others treat it as optional but strongly recommended. Even where it is not legally required, having one protects you if a dispute arises later about who owned the vehicle on a specific date or what condition it was in at sale.

The bill of sale is separate from the title document itself. The title is the legal proof of ownership issued by the state; the bill of sale is the receipt that shows how the title changed hands. You will need both when you register a used vehicle.

Key Takeaways

  • A bill of sale is a written record of a vehicle sale that shows the date, vehicle details, price, and signatures of both buyer and seller.
  • Most states require a bill of sale before the DMV will process a title transfer or new registration for a used vehicle.
  • Some states provide an official DMV bill of sale form; others accept any written bill of sale that includes the required information.
  • You should keep a copy of the signed bill of sale for your records even after the title transfer is complete.
  • A bill of sale does not transfer ownership by itself — you still must file the title transfer with the DMV to make the change official.

How to find the bill of sale form for your state

The easiest way to find your state's bill of sale form is to visit your state DMV website and search for "bill of sale" in the forms section. Most state DMVs provide a free downloadable PDF that you can print and fill out by hand or type into before printing. The form usually has spaces for the seller's name and address, the buyer's name and address, the vehicle identification number (VIN), the sale price, and the date of sale.

If your state does not provide an official form, you can create your own bill of sale as long as it includes the essential information: the names and addresses of both parties, the vehicle's year, make, model, color, and VIN, the odometer reading, the sale price, and the date. Both the buyer and seller must sign and date the document. Some states require the signatures to be notarized; check your state DMV website to confirm.

A few states accept a bill of sale printed from a third-party template website, but using your state's official form eliminates any question about whether the DMV will accept it. If you cannot find an official form on your state DMV website, call the DMV or visit a local office to ask what format they require.

What information must be included on a bill of sale

Every bill of sale should include the seller's full name, address, and phone number; the buyer's full name, address, and phone number; and the date of the sale. You must also include the vehicle's complete identification: the year, make, model, body style (sedan, truck, SUV, etc.), color, and the 17-character VIN found on the driver's side of the dashboard or on the title document itself.

The sale price must be listed, even if the vehicle was a gift (in which case you may write "gift" or "$0" depending on your state's rules). The odometer reading at the time of sale should also be recorded. Some states require a statement about the vehicle's condition — for example, "sold as-is" or a note of any known mechanical issues.

Both the seller and buyer must sign and print their names on the bill of sale. The date of the signature should match the date of the sale. If your state requires notarization, both parties must sign in front of a notary public, who will then stamp and sign the form. Check your state DMV website to see whether notarization is required in your state.

When you need a bill of sale for registration or title transfer

You need a bill of sale when you buy a used vehicle from a private seller and want to register it in your name. You will submit it to the DMV along with the signed title, proof of insurance, and your completed registration process. The DMV uses the bill of sale to verify that the seller had the right to sell the vehicle and that you are the new owner.

If you buy a vehicle from a dealership, the dealership usually handles the bill of sale and title transfer paperwork for you. However, if you sell a vehicle to a private buyer, you should create and sign a bill of sale to protect yourself. Keep a copy for your records and give the buyer a signed copy as well.

If you inherit a vehicle or receive one as a gift, the rules vary by state. Some states accept a bill of sale marked "gift" or "no sale price"; others require a different form or additional documents like a death certificate or a gift letter. Contact your state DMV to learn what documents you need for your situation.

How to fill out and sign a bill of sale correctly

Print the bill of sale form or write it out clearly by hand. Fill in all the blanks with accurate information — misspelled names, wrong VINs, or incorrect addresses can delay the DMV's processing. Use black or blue ink if you are writing by hand, and make sure both the buyer and seller can read what you have written.

Have both the seller and buyer sign and date the form in the spaces provided. If the form requires notarization, do not sign it until you are in front of a notary public. The notary will watch you sign, verify your identity with a government-issued ID, and then stamp and sign the form themselves. Notarization usually costs between $5 and $15 per signature.

Once the bill of sale is signed, make at least two copies: one for the seller, one for the buyer, and one to submit to the DMV. Keep your copy in a safe place. The buyer will need their copy when they register the vehicle; the seller may need theirs if a question arises later about the sale date or terms.

What happens after you submit the bill of sale to the DMV

When you submit the signed bill of sale along with the title and registration process, the DMV will review it to make sure all the information matches the title document and that both parties have signed. If everything is correct, the DMV will process the title transfer and issue a new registration in the buyer's name. This usually takes one to three weeks, depending on your state.

If there is a problem — for example, the VIN on the bill of sale does not match the VIN on the title, or a signature is missing — the DMV will contact you and ask you to correct it. This can delay the process by several weeks. That is why filling out the form carefully and double-checking all the information before you submit it is important.

Once the title transfer is complete, the seller is no longer the legal owner of the vehicle, and the buyer is responsible for registration, insurance, and any traffic violations or parking tickets issued after the transfer date. The bill of sale serves as proof of when that change happened.

Frequently Asked Questions

Can I use a bill of sale from the internet instead of my state's official form?

Many states accept a bill of sale from a template website as long as it includes all the required information. However, using your state's official DMV form is safer because the DMV knows it will accept it. If you use a third-party template, check your state DMV website first to confirm that format is acceptable, or call the DMV to ask.

What if the seller will not sign the bill of sale?

The seller must sign the bill of sale for the DMV to process the title transfer. If the seller refuses, you cannot legally register the vehicle in your name. Do not complete the purchase until the seller agrees to sign. If you have already paid for the vehicle, you may need to consult a lawyer about your options.

Do I need a bill of sale if I buy a car from a dealership?

No. Dealerships handle all the paperwork, including the bill of sale and title transfer. They will give you the documents you need to register the vehicle. If you buy from a private seller, you must create a bill of sale yourself.

Can I write a bill of sale by hand, or does it have to be typed?

Most states accept a handwritten bill of sale as long as it is legible and includes all the required information. Use black or blue ink and write clearly. If you are unsure, type it instead — a typed form is less likely to be questioned by the DMV.

What if I lost the bill of sale after I sold my vehicle?

If you are the seller and have already transferred the title, losing your copy of the bill of sale usually does not affect the registration. However, if a question arises later about the sale date or terms, you will not have proof. Keep copies of all vehicle paperwork for at least three to five years after a sale.