What a blank bill of sale is and why you need one
A bill of sale is a written record that you sold a vehicle to someone else, or that someone sold one to you. It documents the date, the vehicle details, the price paid, and the signatures of both the buyer and seller. A blank bill of sale is a template — usually a single page with empty lines — that you fill in with the specific details of your transaction.
You need one because it protects both of you. For the seller, it proves you transferred ownership and received payment on a specific date. For the buyer, it documents what they paid and when, which matters if the title transfer gets delayed or disputed later. Many states require a bill of sale before the DMV will process a title transfer. Even in states where it is not legally required, having one in writing prevents misunderstandings about the sale price, condition, or terms.
A blank bill of sale is not the same as a title. The title is the legal ownership document held by the state DMV. The bill of sale is the proof of the transaction that led to that ownership change.
Key Takeaways
- A bill of sale documents the sale price, vehicle details, and signatures of buyer and seller, and protects both parties if a dispute arises later.
- Some states require a bill of sale before the DMV will process a title transfer, while others do not, so check your state's DMV website first.
- You can read a blank template from your state DMV website, use a generic template, or create one yourself as long as it includes the vehicle identification number, sale price, date, and both signatures.
- The bill of sale should be signed and dated by both buyer and seller in front of a witness or notary public, depending on your state's rules.
- Keep a copy for your records even after the title transfer is complete, because you may need it for insurance, tax, or legal purposes later.
Where to find a blank bill of sale template
Your state's DMV website usually has an official blank bill of sale form available as a PDF read. Search "[your state] DMV bill of sale" and look for a link labeled "forms" or "documents." If your state does not provide one, you can use a generic template from a legal document site or create your own.
Generic templates are available from sites like LegalZoom, Rocket Lawyer, and the National Association of Secretaries of State. These work in any state as long as they include the required information. Some car-buying platforms like Kelley Blue Book and NADA Guides also offer free blank bill of sale templates tailored to vehicle sales.
If you create your own, it does not need to be fancy. A handwritten bill of sale on plain paper is legally valid in most states as long as it includes the vehicle identification number (VIN), the sale price, the date, and the signatures of both buyer and seller. Typed is better for clarity, but not required.
What information to include on the bill of sale
Every bill of sale should contain the vehicle's VIN (the 17-character identification number found on the dashboard or title), the year, make, model, and color. Include the odometer reading at the time of sale, the sale price in dollars, and the date of the sale. Add the full names, addresses, and phone numbers of both the buyer and the seller.
Some states also require you to note the vehicle's condition (for example, "sold as-is" or "with warranty") and whether any liens or loans are still attached to the title. If the seller still owes money on the vehicle, that must be disclosed. Check your state's DMV website to see if there are additional required fields.
Do not leave blank lines. If a field does not explore, write "N/A" or draw a line through it. This prevents someone from filling in information after both parties have signed.
How to sign and witness the bill of sale
Both the buyer and seller must sign and date the bill of sale. Some states require the signatures to be notarized, meaning a notary public watches you sign and verifies your identity. Other states allow a witness — any adult who is not the buyer or seller — to sign as well. A few states require both a witness and a notary.
Check your state DMV website or call your local DMV office to find out what your state requires. If notarization is needed, you can get it done at a bank, UPS Store, FedEx Office, or a notary public's office. It usually costs between $5 and $15 per signature. If a witness is sufficient, any adult friend or family member can sign.
Sign in blue or black ink, not pencil. Print your name clearly next to your signature. If you are signing on behalf of a business or estate, note your title or relationship. Have the witness or notary sign and date in the spaces provided.
When to use the bill of sale in the title transfer process
The bill of sale is typically submitted to the DMV along with the title process when the buyer wants to register the vehicle in their name. The seller usually does not need to submit it — the buyer does. However, the seller should keep a copy for their records.
The timing matters. The bill of sale should be signed and dated on or before the day the vehicle changes hands. If you sign it weeks after the sale, it raises questions about when ownership actually transferred. Submit it to the DMV within the timeframe your state requires — most states ask for title transfer paperwork within 10 to 30 days of purchase.
If the title transfer is delayed or the buyer does not register the vehicle right away, the bill of sale becomes even more important. It proves the sale happened on a specific date, which protects the seller from liability if the vehicle is involved in an accident or crime while still in the buyer's possession but not yet registered.
What to do if you lose the bill of sale after the sale
If you signed a bill of sale but lost your copy, contact the other party and ask for a duplicate. If you cannot reach them, you can request a copy from the DMV once the title transfer is complete — the DMV keeps records of title transfers, though they may not have the original bill of sale document itself.
If you never created a bill of sale and the sale is already done, you can still create one retroactively, though it is less ideal. Both parties would need to sign a document dated with the original sale date and stating the actual sale price and vehicle details. This is not as strong as a document signed at the time of sale, but it is better than nothing if you need proof later.
For future sales, always create and sign a bill of sale before handing over the keys or accepting payment. Keep your copy in a safe place — a file folder, safe deposit box, or digital scan — for at least three to five years after the sale.
Frequently Asked Questions
Do I need a bill of sale if I am trading in my car at a dealership?
No. Dealerships handle their own paperwork and do not use a standard bill of sale. They will provide you with a trade-in receipt or credit memo showing what they credited toward your new purchase. Keep that document for your records.
Can I sell a car without a bill of sale?
It depends on your state. Some states legally require one before the DMV will transfer the title. Others do not require it but strongly recommend it. Even if your state does not require one, having a bill of sale protects you if the buyer later claims they paid a different amount or if there is a dispute about the sale date.
What if the buyer and seller disagree on the sale price after signing?
The bill of sale is the written record of what was agreed to on that date. If both parties signed it, that price is what the document shows. If there is a dispute, the signed bill of sale is the evidence. This is why it is important to make sure the price is correct before anyone signs.
Do I need to notarize a bill of sale?
Only if your state requires it. Check your state DMV website or call your local office. Some states require notarization, some require only a witness, and some require neither. If your state does not require it but you want extra protection, notarization adds a layer of verification that can be useful if the document is ever challenged.