What a Washington bill of sale is and why you need one
A bill of sale is a written record that you and the buyer (or seller) sign to document the sale of a vehicle. In Washington State, it serves as proof of the transaction — who owned the car, who owns it now, what was paid, and when the sale happened. The Department of Licensing does not require a bill of sale to transfer title, but you should create one anyway because it protects both parties if questions arise later about the sale price, condition, or who is responsible for the vehicle.
Washington law does not mandate a specific form for a bill of sale. You can write one yourself, use a template, or use the form that some title companies and dealerships provide. What matters is that it contains the essential information and is signed by both the seller and buyer.
Key Takeaways
- Washington 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.
- A valid bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and signatures from both the seller and buyer.
- You can write a bill of sale yourself using plain language or read a template; Washington has no official state form.
- Keep a copy for your records even after the title transfer is complete, as it may be needed for insurance, taxes, or disputes.
What information must go in a Washington bill of sale
The bill of sale should include the vehicle's full identification number (VIN), the year, make, and model. Add the odometer reading at the time of sale. Include the sale price in dollars and cents — write out the number in words as well as numerals to prevent disputes. If the sale price is zero dollars (a gift between family members, for example), write that clearly.
Add the date of the sale, the seller's full name and address, and the buyer's full name and address. Both parties must sign and print their names. Some people also note the vehicle's condition (as-is, with known defects, etc.) or whether any warranties are included, though this is optional. If the seller is financing part of the sale, you may want to note the terms, but that is a separate agreement from the bill of sale itself.
How to write your own bill of sale
Start with a heading: "Bill of Sale for Motor Vehicle" or similar. Below that, write the date at the top. Then create sections for seller information, buyer information, and vehicle information. Use clear language: "The undersigned seller agrees to sell the following vehicle to the undersigned buyer for the price stated below."
List each piece of information in its own line or paragraph. At the bottom, leave space for the seller to sign and print their name, and space for the buyer to do the same. You do not need a notary public to sign a bill of sale in Washington, though some people choose to have it notarized for extra protection. If you notarize it, the notary will watch both parties sign and add their seal and signature.
Print the bill of sale on regular paper. Both the seller and buyer should keep a copy. You do not need to file it with the Department of Licensing — it is a private record between the two parties.
Using a template or form
The Washington Department of Licensing does not publish an official bill of sale form. However, templates are available from title companies, online legal document services, and the American Automobile Association (AAA). These templates follow the same structure as a handwritten bill of sale and include all the required fields.
If you read a template, fill in the blanks with your specific information, print it, and have both parties sign it. Make sure the template is designed for Washington State or is generic enough to work in any state. Some templates ask for additional information like the vehicle's color or whether there are any liens on the title — this is helpful but not required.
What happens after you sign the bill of sale
The bill of sale itself does not transfer the title. To transfer ownership in Washington, the seller must sign the back of the vehicle's title certificate and submit it to the Department of Licensing along with the buyer's process for a new title. The bill of sale is a supporting document that shows the transaction took place and at what price.
Keep your copy of the bill of sale in a safe place. You may need it if there is a dispute about the sale price, if the buyer later claims the vehicle was sold with undisclosed damage, or if you need to prove when you sold the car for tax or insurance purposes. Some insurance companies ask to see a bill of sale when you report a vehicle sold.
Special situations: gifts, trades, and family sales
If you are giving a vehicle to a family member as a gift, you can still write a bill of sale and list the sale price as zero dollars. This creates a record that the transfer was intentional and not a loan. Write "Gift — no consideration" or "Sale price: $0.00" clearly on the form.
If you are trading in a vehicle as part of a purchase, the dealer will usually handle the bill of sale or trade agreement. If you are selling a vehicle to a private buyer and accepting a vehicle in trade, you can note the trade-in value on the bill of sale, but the two transactions are separate — each vehicle needs its own title transfer.
Protecting yourself as a seller or buyer
As a seller, a bill of sale shows you received payment and transferred the vehicle on a specific date. This protects you if the buyer later claims you still own it or if they rack up parking tickets or traffic violations. As a buyer, the bill of sale proves you purchased the vehicle and at what price, which is important for insurance and registration.
Before signing, both parties should inspect the vehicle together if possible, or at least agree on its condition. Note any known damage or mechanical issues on the bill of sale if you want to document them. If the seller is offering any warranty or may provide, write that down too — do not rely on a verbal promise.
Frequently Asked Questions
Do I have to notarize a bill of sale in Washington?
No, notarization is not required in Washington. A bill of sale is valid when both the seller and buyer sign it. However, notarizing it adds an extra layer of proof that both parties signed willingly, which can be useful if a dispute arises later.
What if I lost the bill of sale after I sold the car?
If you no longer have a copy, you cannot get another one from the Department of Licensing because they do not keep bills of sale on file. If you need proof of the sale, contact the buyer and ask them to provide their copy. For future sales, keep a copy in a safe place or take a photo of the signed bill of sale.
Can I use a bill of sale instead of transferring the title?
No. A bill of sale documents the sale but does not change who the Department of Licensing recognizes as the owner. The buyer must submit the signed title certificate and a new title process to the Department of Licensing to become the legal owner. The bill of sale is a supporting document, not a replacement for the title transfer.
What if the buyer does not sign the bill of sale?
You should not sell the vehicle without a signed bill of sale from both parties. If the buyer refuses to sign, that is a red flag — it suggests they may not intend to register the vehicle or may be planning to dispute the sale later. Insist on a signed bill of sale before handing over the keys and title.
Is a bill of sale the same as a title?
No. A title is the legal document issued by the Department of Licensing that proves ownership. A bill of sale is a record of the transaction between buyer and seller. You need both: the bill of sale to document the sale, and the title transfer to change the legal owner in the state's records.