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, a bill of sale is not required by law to transfer ownership — the title document itself is what the state uses to track who owns the vehicle. However, a bill of sale protects both the buyer and seller by creating a paper trail of the transaction, including the sale price, the vehicle details, and the date of the sale.

You should use a bill of sale whenever you buy or sell a car privately (not through a dealer). Even though Virginia does not mandate it, a bill of sale can protect you if a dispute arises later about the condition of the car, the price paid, or whether the sale actually happened. If you sell a car and the new owner gets into an accident before transferring the title, a bill of sale proves you are no longer responsible. If you buy a car and discover hidden damage, a bill of sale documents what was promised at the time of sale.

Dealers typically provide their own paperwork and do not use a separate bill of sale. Private sales — between individuals — are where a bill of sale matters most.

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, vehicle details, and date of transfer.
  • A 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 use a straightforward written document, a template from the Virginia Department of Motor Vehicles, or a form from a title service — all are equally valid as long as both parties sign and date it.
  • The bill of sale is separate from the title transfer; you will still need to submit the signed title to the DMV to complete the ownership change.
  • Keep a copy of the signed bill of sale for your records even after the title transfer is complete, in case questions arise later about the sale.

What information must go on a Virginia bill of sale

A bill of sale should include the vehicle identification number (VIN), which appears on the title and on the dashboard of the car. It should also list the make, model, year, and color of the vehicle. Include the odometer reading at the time of sale — this is important because it documents the mileage and helps prevent odometer fraud.

Write down the sale price in both numbers and words (for example, "$5,500" and "Five thousand five hundred dollars"). Include the full names and addresses of both the buyer and the seller. Add the date the sale took place. Both the buyer and the seller must sign and date the document. If either party is signing on behalf of a business or estate, note that relationship on the form.

You can also note the condition of the vehicle (for example, "sold as-is" or "with warranty from seller through [date]"), any defects the buyer acknowledged, and whether any equipment or keys are included in the sale. These details are optional but useful if a disagreement arises later.

How to create a bill of sale in Virginia

The simplest approach is to write a bill of sale yourself using a template. The Virginia Department of Motor Vehicles does not provide an official form, but you can find templates online from reputable sources like the DMV website of neighboring states or legal document services. Search for "Virginia bill of sale template" and use one that includes all the fields listed above.

Type or write the bill of sale clearly so both parties can read it. Handwritten bills of sale are legally valid in Virginia as long as they are legible and signed by both parties. Print two copies — one for the buyer and one for the seller — so each has an original signed document.

Some title services and online legal document providers offer bill of sale forms specific to Virginia. These are usually inexpensive (often free or under $10) and are already formatted to meet Virginia standards. You can also ask a title company handling your transaction to prepare one, though they may charge a small fee.

Signing and witnessing the bill of sale

Virginia does not require a bill of sale to be witnessed or notarized. Both the buyer and seller straightforward need to sign and date the document. However, having the signatures notarized adds an extra layer of protection, especially if the sale price is high or if you anticipate any disputes. A notary public can verify that both parties signed willingly and are who they say they are.

If you choose to have the bill of sale notarized, take it to a notary public (available at banks, title companies, and some UPS stores) along with a photo ID. The notary will watch you sign, verify your identity, and stamp the document. This costs between $5 and $15 per signature, depending on the notary.

Whether notarized or not, keep the signed original bill of sale. Do not rely on a photograph or a copy — the original signed document is what protects you if a question arises.

How the bill of sale relates to the title transfer

The bill of sale and the title are two separate documents that serve different purposes. The bill of sale is your proof of the transaction. The title is the legal ownership document that the state recognizes. After you sign a bill of sale, the seller must still sign the back of the title document (or complete a separate assignment form if the title is electronic) and give it to the buyer.

The buyer then takes the signed title to the Virginia DMV to register the vehicle in their name. The DMV does not ask to see the bill of sale as part of the title transfer process, but you should keep it anyway. If the DMV questions the sale later, or if a dispute arises between buyer and seller, the bill of sale is your evidence that the transaction occurred and on what terms.

Do not assume that signing a bill of sale completes the ownership transfer. The title must be signed and submitted to the DMV for the transfer to be official.

What to do if you lose the bill of sale or need a copy later

If you signed a bill of sale but lost your copy, contact the other party and ask them to provide a copy of their signed original. If you cannot reach them, you can recreate the document based on your records — write down the details you remember, note that it is a reconstruction, and keep it with any other documentation from the sale (such as bank records, text messages, or emails about the transaction).

The DMV does not keep copies of bills of sale, so you cannot request one from the state. If you need proof of the sale for insurance, a dispute, or a loan, your own signed copy is your only official record.

If you are the buyer and the seller refuses to provide a copy of the bill of sale you both signed, document this refusal in writing (email is fine) and keep all communications. This creates a record that you attempted to obtain the document.

Common mistakes to avoid when writing a bill of sale

Do not leave the sale price blank or write "cash" without a dollar amount. The specific price is what makes the bill of sale enforceable if a dispute arises. Do not skip the VIN or odometer reading — these details prevent fraud and prove you are talking about the specific vehicle in question.

Do not sign the bill of sale before both parties have agreed on all the terms and the buyer has inspected the vehicle. Once signed, it is a binding record of what was agreed to. Do not assume the seller will transfer the title automatically — follow up with them if they do not submit it to the DMV within a reasonable time (usually a few weeks).

Do not destroy your copy of the bill of sale after the title transfer is complete. Keep it indefinitely, stored with your vehicle records. If a question arises years later — for example, if the car has a lien that was not disclosed, or if the odometer was rolled back — the bill of sale is your proof of what you knew at the time of purchase.

Frequently Asked Questions

Does Virginia require a bill of sale to sell a car?

No, Virginia does not require a bill of sale by law. However, creating one is strongly recommended because it protects both buyer and seller by documenting the sale price, vehicle details, and date of transfer. Without a bill of sale, you have no written proof the transaction occurred.

Can I use a bill of sale from another state?

Yes, a bill of sale from another state is legally valid in Virginia as long as it includes all the required information (VIN, sale price, buyer and seller names, date, and signatures). Virginia does not have a specific bill of sale form, so any clear, signed document works.

What if the buyer does not transfer the title to their name?

If you sold the car and the buyer does not submit the signed title to the DMV, you remain the registered owner in Virginia's records. This means you could be held liable for parking tickets, tolls, or accidents involving the vehicle. Contact the buyer and ask them to complete the transfer when ready. If they refuse, you can file a report with the Virginia DMV stating that you sold the vehicle and provide a copy of the bill of sale as proof.

Is a notarized bill of sale better than an unnotarized one?

A notarized bill of sale adds extra credibility because a notary public verified the identities of both parties and witnessed their signatures. However, Virginia does not require notarization, and an unnotarized bill of sale is legally valid. Notarization is most useful if the sale price is very high or if you anticipate a dispute.

Should I include "as-is" language on the bill of sale?

Including "sold as-is" protects the seller by stating that the buyer accepted the vehicle in its current condition. However, Virginia law still holds sellers responsible for fraud or intentional misrepresentation. If you knowingly hid a major defect, "as-is" language does not protect you. Be honest about the vehicle's condition and let the buyer inspect it before signing.