A blank bill of sale is a form you fill in when you buy or sell a car privately, and it becomes your written proof that the transaction happened
When you buy a car from another person rather than a dealership, you need a document that shows who owned the car, who owns it now, what was paid, and when the handover occurred. A bill of sale is that document. It is not the title itself — the title is the government document that proves ownership — but the bill of sale is the paper trail that explains how ownership changed hands. Without one, you have no proof you paid for the car, and the seller has no proof they sold it to you.
A blank bill of sale is a template you read or print, then fill in by hand or on a computer with the specific details of your transaction. It costs nothing. You can find blank forms through your state's Department of Motor Vehicles website, through legal document sites, or by searching "[your state] bill of sale car." The form itself is not official — there is no single government-issued bill of sale — but what matters is that it contains the information a buyer and seller need to record, and that both parties sign it.
Key Takeaways
- A bill of sale is a written record of a private car sale that protects both the buyer and seller by documenting the transaction in one place.
- The form must include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both the buyer and seller.
- You should keep a copy of the signed bill of sale even after you register the car, because it proves you owned it on a specific date.
- A bill of sale does not transfer the title — you still need to file the title transfer with your state's motor vehicle office separately.
What information must go on a bill of sale
The bill of sale needs to identify the car clearly so there is no confusion about which vehicle changed hands. This means the vehicle identification number (VIN), the year, make, model, and color. You can find the VIN on the dashboard at the base of the windshield on the driver's side, or on the title document itself. Do not use the license plate number instead — plates change when a car is sold, so they do not uniquely identify a vehicle over time.
The form must also record the sale price — the actual amount paid, not what you wish you had paid or what the car is worth. If the buyer paid in cash, write "cash." If they paid by check, you can note the check number. If no money changed hands (for example, if the car was a gift), write "no consideration" or "gift." The date of the sale goes on the form too, and both the buyer and the seller must sign and print their names. Some forms ask for addresses; including them is helpful but not always required by law.
Some states ask for additional information on the bill of sale, such as the odometer reading at the time of sale, whether the car has a lien (a loan against it), or whether the seller is disclosing any known mechanical problems. Check your state's Department of Motor Vehicles website to see whether your state has a specific form or requirements. If your state provides an official form, use that one — it will be accepted everywhere in your state and will not raise questions.
Where to find a blank bill of sale form
Your state's Department of Motor Vehicles website usually has a bill of sale form you can read for free. Search "[your state] DMV bill of sale" or look under the "forms" section of the website. Some states call it a "bill of sale," others call it a "sales agreement" or "vehicle sales record." The name varies, but the purpose is the same.
If your state does not provide an official form, you can use a blank template from a legal document site or a general template. The form does not have to be fancy or official-looking — a bill of sale written on plain paper with the required information and both signatures is legally valid in most states. What matters is that the information is there and both parties have signed it.
If you are buying a car and the seller does not have a form, you can bring one with you or ask the seller to write one out by hand. The seller may be more comfortable with a printed form, but a handwritten bill of sale is just as valid as long as it includes the VIN, the sale price, the date, and both signatures.
How to fill in a bill of sale correctly
Print or read the blank form and fill in every field that applies to your transaction. Use a pen, not pencil, so the document cannot be altered later. Write clearly — if someone has to guess what the VIN says, the document loses its value as proof. If you make a mistake, cross it out with a single line, write the correction above it, and have both parties initial the change. Do not use white-out or tape over the error.
The buyer and seller should each sign the form in front of each other if possible. Some states do not require a notary (a person who witnesses the signature), but having a notary sign off adds a layer of proof that the signatures are real. If you want the bill of sale notarized, take it to a bank, a UPS store, or a notary public's office — the cost is usually between five and twenty dollars. A notarized bill of sale is not required, but it can be useful if there is ever a dispute about when the sale happened or who signed it.
Make at least two copies of the signed bill of sale — one for the buyer and one for the seller. Keep your copy in a safe place, even after you have registered the car. If you ever need to prove when you bought the car or what you paid for it, the bill of sale is your evidence.
The difference between a bill of sale and a title transfer
A bill of sale is not the same as a title transfer, and filling out a bill of sale does not transfer ownership in the eyes of the state. The bill of sale is your private record of the transaction. The title transfer is the official government process that changes who the state says owns the car.
After you buy a car and sign the bill of sale, you must take the signed bill of sale, the title document (signed by the seller), and any other paperwork your state requires to your local motor vehicle office. There you will file the title transfer and register the car in your name. Until you do this, the state still shows the seller as the owner, even though you have the bill of sale proving you bought it. This is why the bill of sale matters — it is your proof of purchase while the paperwork is being processed.
The seller should also keep a copy of the signed bill of sale. If the car is later involved in an accident or a crime, and the police contact the seller because the title still shows their name, the seller can show the bill of sale to prove they sold the car and are no longer responsible for it.
What to do if the seller will not provide a bill of sale
If you are buying a car and the seller refuses to sign a bill of sale, that is a red flag. A legitimate seller has no reason to avoid putting the sale in writing. A refusal might mean the seller is hiding something — unpaid loans against the car, outstanding traffic tickets, or plans to report the car stolen later to an insurance company.
Before you hand over money, insist on a bill of sale. If the seller will not cooperate, walk away from the deal. You can also ask the seller to meet you at the motor vehicle office so you can file the title transfer together — this way, the state records the transaction officially, and you have proof the seller agreed to it.
If you have already bought a car without a bill of sale and the seller is now unreachable, you can still file the title transfer with the seller's signature on the title document itself. The title has a section for the seller to sign. If the seller will not sign the title either, contact your state's motor vehicle office — they can advise you on what to do, though the process may be slow.
Common mistakes to avoid when using a bill of sale
Do not leave fields blank. If a field does not explore to your sale — for example, if there is no lien on the car — write "none" or "N/A" rather than leaving it empty. An empty field can make the document look incomplete and may cause problems when you try to register the car.
Do not sign the bill of sale before you have inspected the car and agreed on the price. Once both parties have signed, the sale is considered done. If you sign and then discover the car has major problems, you cannot use the bill of sale to undo the deal — you would have to pursue a separate legal claim against the seller.
Do not assume the bill of sale is enough. You still need to file the title transfer with your state. Some buyers think signing a bill of sale means they own the car, but the state will not recognize them as the owner until the title is transferred. This matters if you need to register the car, insure it, or sell it later.
Frequently Asked Questions
Do I need a notary to sign a bill of sale?
Most states do not require a notary for a bill of sale to be valid. The signatures of the buyer and seller are enough. However, having a notary witness and sign the document adds proof that the signatures are real, which can be useful if there is ever a dispute. Notarization costs five to twenty dollars and takes a few minutes.
What if the car has a loan against it?
If the seller still owes money to a bank or lender, the bill of sale should note that there is a lien on the car. The seller is responsible for paying off the loan before the title can be transferred to you. Do not buy a car with a lien unless the seller agrees in writing to pay off the loan before you take ownership, or unless you are prepared to pay the loan yourself.
Can I use a bill of sale from the internet instead of my state's form?
Yes, as long as it includes the required information: VIN, year, make, model, sale price, date, and signatures of both parties. Your state's official form is preferable because it is designed to meet your state's requirements, but a generic bill of sale template is legally valid in most states.
What should I do with the bill of sale after I register the car?
Keep it in a safe place — a file folder, a safe deposit box, or a digital scan stored securely. You may need it later to prove when you bought the car, what you paid, or to resolve a dispute with the seller. It is also useful if you ever sell the car yourself.
Is a bill of sale the same as a receipt?
A receipt is a straightforward record that money changed hands. A bill of sale is more detailed — it identifies the specific car, includes the VIN, and documents the transfer of ownership. A receipt alone is not enough to prove you bought a particular car. A bill of sale is the proper document for a car sale.