What a bill of sale does and where to find one

A bill of sale is a document that proves you sold or bought a vehicle. It records the seller's name, the buyer's name, the vehicle details (make, model, year, VIN), the sale price, and the date of the transaction. When you sign it, you're creating a paper trail that protects both parties if questions come up later about who owned the car and when.

You don't need to buy a bill of sale form — most states provide one free through the DMV website, or you can read a generic PDF template from sites like the National Association of Secretaries of State. Some states have a specific required form; others accept any bill of sale as long as it includes the essential information. Check your state's DMV website first to see if they provide an official form or list what must be included.

The bill of sale is separate from the title document. The title proves ownership; the bill of sale proves the transaction happened. You'll typically file the title with your state DMV, but the bill of sale stays with you and the other party as a record.

Key Takeaways

  • A bill of sale records who sold the vehicle, who bought it, the vehicle identification number, the sale price, and the date — and both parties should sign and keep a copy.
  • Most states provide a free bill of sale form on the DMV website, and some states require a specific form while others accept any document with the required information.
  • The bill of sale is not the same as the title; you file the title with the DMV, but you and the other party keep the bill of sale as proof of the transaction.
  • If you're buying a used car, ask the seller for a signed bill of sale before you hand over money, and keep it with your vehicle records.
  • A notarized bill of sale (signed in front of a notary public) carries more weight in disputes but is not required in most states.

How to fill out a bill of sale form

Start with the seller's full legal name, address, and phone number at the top. Then add the buyer's full legal name, address, and phone number. Both names should match what appears on government-issued ID.

Next, fill in the vehicle information: the year, make, model, color, and most importantly the Vehicle Identification Number (VIN). The VIN is a 17-character code found on the driver's side dashboard (visible through the windshield), on the title document, or on insurance paperwork. Do not guess or abbreviate — the VIN must be exact.

Enter the sale price in both numbers and words (for example, "$5,500" and "Five thousand five hundred dollars"). Add the date of sale. Some forms ask for the odometer reading; if yours does, record the mileage shown on the dashboard at the time of sale. Sign and date the form in front of a witness or notary if your state requires it, or if you want extra protection.

Make at least two copies — one for the seller and one for the buyer. Some states ask you to submit a copy to the DMV along with the title transfer paperwork, so check your state's requirements before you file anything.

When you need a bill of sale as a buyer

If you're buying a used car from a private seller (not a dealership), you should always get a signed bill of sale before you pay. This protects you if the seller later claims the car was stolen, if there are liens on the title you didn't know about, or if the seller tries to sell the same car to someone else.

Request the bill of sale at the same time you inspect the car and verify the VIN against the title. Don't hand over money until both of you have signed. Keep your copy with your vehicle records, your insurance paperwork, and any service receipts — you may need it if you sell the car later or if a dispute arises.

If the seller refuses to sign a bill of sale, that's a red flag. A legitimate seller has no reason to avoid documenting the sale. Walk away from the deal.

When you need a bill of sale as a seller

If you're selling a used car privately, create a bill of sale and have the buyer sign it before you hand over the keys and the title. This proves you no longer own the vehicle and protects you from liability if the buyer gets into an accident or racks up parking tickets after the sale.

Keep a copy for your records. Some states require you to notify the DMV that you've sold the vehicle; check your state's rules. If you don't document the sale and the buyer causes damage or commits a crime with the car, you could be held responsible because the title still shows your name.

Never sign the title over to the buyer until the bill of sale is signed and you have your copy. The bill of sale and the title transfer should happen at the same time.

State-specific requirements and variations

Most states accept a straightforward bill of sale form, but some have specific requirements. A few states require the form to be notarized (signed in front of a notary public), which adds a small fee but creates a more official record. Other states ask for the odometer reading or a statement about the vehicle's condition.

Some states require you to submit a copy of the bill of sale to the DMV along with the title transfer form. Others don't require it but recommend keeping one. A small number of states have their own official bill of sale form that you must use.

Visit your state's DMV website and search for "bill of sale" or "vehicle sale form." If the site doesn't provide a form, call the DMV and ask what information must be included. Having the right form for your state prevents delays when you transfer the title.

What to do if you lose the bill of sale

If you've already sold the car and lost your copy of the bill of sale, contact the buyer and ask for a copy. If you can't reach them, you can create a new one from memory, sign it, and keep it for your records — though it won't be as strong as the original if a dispute comes up later.

If you're the buyer and you've lost your copy, ask the seller for another. If the seller won't provide one or you can't contact them, you can still transfer the title into your name using the title document alone, though having the bill of sale makes the process smoother and provides proof of the transaction date and price.

Going forward, store your bill of sale in the same place you keep your title, insurance card, and registration — ideally a fireproof box or a digital scan stored in cloud storage.

Notarizing a bill of sale

A notarized bill of sale is one that's been signed in front of a notary public, who verifies the identity of both parties and witnesses the signatures. Notarization is not required in most states, but it adds a layer of legal weight if a dispute arises later.

To get a bill of sale notarized, both the buyer and seller should meet in person at a notary's office (banks, credit unions, UPS stores, and some law offices offer this service). Bring government-issued photo ID for both parties. The notary will verify your identities, watch you sign, and then stamp and sign the form. The cost is usually between $5 and $25.

Notarization is most useful if you're selling a high-value vehicle, if you're concerned about the buyer's intentions, or if your state recommends it. For a routine private sale, a straightforward signed bill of sale is usually enough.

Frequently Asked Questions

Can I use a bill of sale instead of transferring the title?

No. A bill of sale proves the sale happened, but the title is the legal ownership document. You must transfer the title to the buyer through your state's DMV to complete the sale. The bill of sale and the title transfer are two separate steps that happen together.

What if the buyer and seller disagree on the sale price?

The bill of sale should show the actual price paid. If there's a dispute, the signed bill of sale is the proof of what was agreed to. This is why it's important to fill in the price clearly and have both parties sign before money changes hands.

Do I need a bill of sale if I'm buying from a dealership?

Dealerships provide their own sales contract and paperwork, which serves the same purpose as a bill of sale. You don't need a separate bill of sale form, but keep the dealership's paperwork with your title and registration.

Can I write a bill of sale by hand?

Yes. A handwritten bill of sale is legal as long as it includes all the required information: seller's name and address, buyer's name and address, vehicle VIN, sale price, date, and both signatures. Typed or printed is clearer, but handwritten is acceptable.

What happens if I sell a car and don't give the buyer a bill of sale?

You lose proof that you sold the vehicle. If the buyer causes damage or commits a crime with the car, you could be held liable because the title still shows your name. Always create and sign a bill of sale before handing over the keys.