What a Virginia bill of sale does and when you need one

A bill of sale is a written record that you sold a car to someone else, or that someone sold it to you. In Virginia, it serves as proof of the transaction — who owned the car, who owns it now, what they paid, and when the sale happened. You do not legally have to use one to transfer a car in Virginia, but you should, because it protects both the buyer and the seller if questions come up later about ownership, condition, or price.

The bill of sale is separate from the title document itself. The title is the official ownership record kept by the Virginia Department of Motor Vehicles (DMV). The bill of sale is a private record between you and the other person. When you sell a car, you sign the title over to the new owner, and you also create a bill of sale as a backup record of what happened and when.

You will need a bill of sale if you are selling a car privately (not through a dealer), buying a used car from a private seller, or transferring a car to a family member. Dealers create their own paperwork, so you do not create one for a dealer transaction.

Key Takeaways

  • Virginia does not require a bill of sale by law, but creating one protects both buyer and seller by documenting the sale price, date, and vehicle details.
  • The bill of sale should include the vehicle identification number (VIN), odometer reading, sale price, buyer and seller names and addresses, and the date of sale.
  • You can write a bill of sale by hand on plain paper, use a template from the Virginia DMV website, or read one from a legal forms site — all are equally valid as long as both parties sign.
  • The buyer needs the bill of sale when explore for a title transfer at the DMV, and both parties should keep a copy for their records.
  • A bill of sale does not transfer ownership by itself; the seller must also sign the back of the title certificate and the buyer must submit both documents to the DMV.

What information to include on a Virginia bill of sale

The bill of sale should contain enough detail that someone reading it years later would know exactly what car was sold and on what terms. Start with the vehicle itself: the year, make, model, color, and most importantly the vehicle identification number (VIN). The VIN is a 17-character code stamped on the driver's side dashboard and listed on the title. Write it out completely with no mistakes, because it is the only way to prove you are talking about this specific car and not another one.

Next, record the odometer reading at the time of sale. This is a legal requirement in Virginia for any car under 10 years old. Write the exact mileage shown on the dashboard. If the odometer does not work, write "odometer not functioning" rather than leaving it blank.

Include the sale price in dollars. Write the number both as a numeral and spelled out (for example, "$5,500" and "Five Thousand Five Hundred Dollars"). If no money changed hands — for example, if you are gifting the car to a family member — write "No consideration" or "$0" and make that clear.

Add the full names, addresses, and phone numbers of both the seller and the buyer. Include the date of sale. At the bottom, both the seller and the buyer must sign and print their names. If either person is married, some people add the spouse's signature as well, though Virginia does not require it.

How to create a bill of sale in Virginia

You have three options: write one by hand, use a template from the Virginia DMV, or use a legal forms website. All three are legally valid in Virginia as long as the document is signed by both parties and contains the information listed above.

The Virginia DMV does not provide an official bill of sale form, but the DMV website includes a sample bill of sale that shows what information to include and how to arrange it. You can read this sample, print it, fill in the blanks by hand or on a computer, and have both parties sign it. This approach is free and takes about 10 minutes.

If you prefer a more formal template, legal document websites like LegalZoom, Rocket Lawyer, or Nolo offer Virginia-specific bill of sale forms. These typically cost between $5 and $15 and can be downloaded when ready. They are not necessary — a handwritten bill of sale is just as valid — but some people prefer the structure and professional appearance.

You can also write the bill of sale entirely by hand on plain paper. There is no required format. As long as it includes the vehicle details, sale price, date, and signatures of both parties, it will hold up. Many private sellers use this method because it is the fastest and costs nothing.

Signing and witnessing the bill of sale

Both the seller and the buyer must sign the bill of sale. The signature should be the person's legal name — the name that appears on their driver's license. Print the name below the signature as well, so there is no confusion about who signed.

Virginia does not require the bill of sale to be notarized or witnessed by a third party. However, some people choose to have it notarized anyway, especially if the sale price is high or if the buyer and seller do not know each other well. A notary public will verify the identity of both parties and stamp the document. This costs between $5 and $15 and adds a layer of legal protection, but it is not required by Virginia law.

If you do have the bill of sale notarized, make sure the notary is a Virginia notary public. The notary will ask to see a government-issued ID from both the buyer and the seller before notarizing.

What happens with the bill of sale after the sale

After both parties sign, make at least two copies — one for the seller and one for the buyer. Keep your copy in a safe place. You may need it later if a question comes up about when you sold the car, what price you received, or what condition it was in.

The buyer will need the bill of sale when they go to the DMV to transfer the title into their name. They should bring the original or a copy of the bill of sale along with the title certificate (which you signed over to them) and proof of insurance. The DMV will use the bill of sale to confirm the sale price and details before issuing a new title in the buyer's name.

The seller should keep their copy of the bill of sale for at least three to five years. If the car is later involved in an accident, theft, or other incident, the bill of sale proves that you no longer owned it and are not responsible. It also protects you if the buyer fails to register the car or pay taxes on it — the bill of sale shows the date you transferred ownership.

The difference between a bill of sale and a title transfer

A bill of sale and a title transfer are two different documents that work together. The bill of sale is a private record between you and the buyer that documents the sale. The title transfer is the official DMV process that changes the ownership record in the state's system.

To complete a sale in Virginia, you must do both. First, you create and sign the bill of sale. Second, you sign the back of the title certificate (the physical document issued by the DMV) and give it to the buyer. Third, the buyer takes both the signed title and the bill of sale to the DMV and submits an process for a title transfer. The DMV then issues a new title in the buyer's name.

If you only sign the bill of sale but do not sign the title, the buyer cannot register the car in their name. If you only sign the title but do not create a bill of sale, the buyer has proof of ownership but no record of the sale price or date. Both documents are necessary for a complete transfer.

Common mistakes to avoid when writing a bill of sale

The most common mistake is leaving out the VIN or writing it incorrectly. Double-check the VIN against the title certificate and the dashboard before you finalize the bill of sale. A wrong VIN can cause problems when the buyer tries to register the car.

Another mistake is not recording the odometer reading. Virginia law requires this for cars under 10 years old. If you skip it, the buyer may have trouble registering the car, and you lose a record of the car's condition at the time of sale.

Some people forget to include the sale price or write it only as a number without spelling it out. While this is not a legal requirement, spelling out the price in words as well as numerals makes the document clearer and harder to dispute later.

Finally, do not sign the bill of sale before the buyer is present. Both parties should sign at the same time, in front of each other if possible. This prevents disputes about whether the sale actually happened or what the terms were.

Frequently Asked Questions

Can I use a bill of sale from another state or a generic template?

Yes, you can use a bill of sale from another state or a generic template, as long as it includes the required information: VIN, odometer reading, sale price, buyer and seller names and addresses, date, and signatures. Virginia does not have a specific required format, so any clear, signed document will work. However, using a Virginia-specific template ensures you do not miss anything Virginia-related.

What if I lost the bill of sale after the sale?

If you no longer have the bill of sale, you can create a new one after the fact, but it will not be as strong as one signed at the time of sale. If a dispute arises, a bill of sale signed years later may be questioned. If you need proof of a past sale, contact the DMV — they have a record of title transfers, which shows who owned the car and when.

Do I need a bill of sale if I am selling to a dealer?

No. Dealers create their own paperwork and handle the title transfer themselves. You will sign the title over to the dealer, and they will submit it to the DMV. You do not need a separate bill of sale for a dealer transaction.

What if the buyer and I disagree on the sale price after the sale?

The bill of sale is your proof of what price was agreed to. If you both signed a bill of sale stating the price, that is the binding record. If you did not create a bill of sale and now disagree, you have no written proof, and it becomes a "he said, she said" situation. This is why creating a bill of sale at the time of sale protects both parties.

Can I sell a car without a bill of sale in Virginia?

Technically yes — Virginia does not legally require a bill of sale. However, it is a bad idea. Without a bill of sale, you have no proof of when you sold the car or to whom. If the buyer does not register it and it is later involved in an accident or crime, you could be held responsible. Always create a bill of sale, even if it is just a handwritten note signed by both parties.