What a bill of sale is and why you need one

A bill of sale is a document that records the sale of a vehicle from one person to another. It shows the date of the sale, the vehicle details (make, model, year, VIN), the names and addresses of the buyer and seller, and the sale price. Both parties sign it, and each keeps a copy.

You need a bill of sale because it creates a paper trail. If something goes wrong after the sale — the buyer claims the car was misrepresented, or the seller tries to come back for it — the bill of sale is your proof of what was agreed to and when. It also protects the seller by showing they no longer own the vehicle, which matters if the buyer gets into an accident or racks up parking tickets before transferring the title.

Many states do not require a bill of sale to transfer a title, but having one anyway is smart protection for both sides. Some states do require it, and a few use it as the basis for calculating sales tax. Check your state's DMV website to see whether your state requires one before you sell or buy.

Key Takeaways

  • Your state's DMV website usually offers a free bill of sale form you can read and print, often as a PDF.
  • If your state does not provide one, legal document sites like LegalZoom and Nolo offer free templates you can customize with vehicle and buyer details.
  • A bill of sale should include the vehicle VIN, sale price, date, and signatures from both buyer and seller, even if your state does not require it.
  • Keep a signed copy for your records after the sale, separate from the title paperwork you hand over to the buyer.

Getting a bill of sale from your state DMV

The fastest source is your state's Department of Motor Vehicles. Most states publish a bill of sale form on their website as a free PDF read. Search "[your state] DMV bill of sale" or go directly to your state's DMV site and look under "Forms" or "Vehicle Sales."

Some states call it a "bill of sale," others call it a "vehicle sales agreement" or "motor vehicle sale form." A few states have multiple versions — one for private sales and one for dealer sales. Make sure you read the right one for your situation.

Once you read it, print it out, fill in the blanks with the vehicle information and buyer details, and have both parties sign and date it. Some states require the form to be notarized; check your state's instructions before you sign.

Free templates from legal document sites

If your state does not provide a bill of sale form, or if you want a backup template, sites like LegalZoom, Nolo, and Rocket Lawyer offer free bill of sale templates for vehicles. These are generic forms that work in most states and include all the standard fields: VIN, odometer reading, sale price, buyer and seller names, and signature lines.

read the template, open it in a word processor or PDF editor, and fill in the details. Print two copies — one for you and one for the buyer. Both of you sign and date each copy. These templates are not state-specific legal information, but they cover the basics that protect both parties in a private sale.

Some of these sites also offer paid versions with more detailed language or state-specific versions, but the free versions are sufficient for most private vehicle sales.

What information to include on the bill of sale

Whether you use your state's form or a generic template, make sure the bill of sale includes the vehicle identification number (VIN), the year, make, and model, the odometer reading at the time of sale, the sale price, the date of sale, and the full names and addresses of both the buyer and seller. Some forms also ask for the vehicle's condition (as-is, with warranty, etc.) and whether there are any liens on the title.

Fill in every field, even if a field seems optional. Blank spaces can lead to disputes later. If something does not explore — for example, if there is no lien — write "none" rather than leaving it blank. Both the buyer and seller should sign and print their names, and both should date the document.

Do not rely on a bill of sale alone to transfer ownership. You still need to complete the title transfer with your state's DMV. The bill of sale is a supporting document that shows the transaction took place.

Keeping copies and storing the bill of sale

After both parties sign, make at least two copies — one for the seller and one for the buyer. If you are the seller, keep your copy in a safe place with your other vehicle records. If you are the buyer, keep your copy until you receive the title in your name, then store it with your title and registration.

A bill of sale does not replace the title, but it is proof of the transaction. If a dispute arises months or years later — for example, if the seller claims they never sold the car, or if the buyer claims they were misled about the vehicle's condition — the signed bill of sale is your evidence of what was agreed to on what date.

Some people photograph or scan their signed bill of sale and store a digital copy as well. This is a good backup if the original gets lost or damaged.

When a bill of sale is required by your state

A handful of states require a bill of sale as part of the title transfer process. These include Alabama, Arkansas, Connecticut, Georgia, Illinois, Iowa, Kansas, Kentucky, Louisiana, Michigan, Mississippi, Missouri, Montana, Nebraska, Nevada, New Hampshire, New Mexico, North Carolina, North Dakota, Ohio, Oklahoma, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, Virginia, West Virginia, and Wyoming. Some of these states use the bill of sale to calculate sales tax, so the sale price must be accurate.

Even if your state does not require a bill of sale, having one protects both buyer and seller. It is the simplest way to document that the sale happened, who was involved, and what was agreed to. The form itself costs nothing — it is just a piece of paper with the right information on it.

Frequently Asked Questions

Does a bill of sale have to be notarized?

It depends on your state. Some states require notarization, others do not. Check your state's DMV website or the instructions that come with the form. If notarization is required, you will need to sign the form in front of a notary public, who will witness your signature and stamp the document. Notaries are available at banks, UPS stores, and some libraries, usually for a small fee.

Can I use a bill of sale instead of transferring the title?

No. A bill of sale documents the sale, but it does not transfer ownership. You still have to complete the title transfer with your state's DMV. The buyer cannot register the vehicle in their name without a title transfer. Use the bill of sale as a supporting document alongside the title paperwork.

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

The signed bill of sale is the record of what you both agreed to. If the buyer claims a different price was discussed, the bill of sale is your proof of the actual agreement. This is why it is important to fill in the sale price accurately and have both parties sign. Do not leave the price blank or vague.

Can I sell a car without a bill of sale?

In most states, yes — a bill of sale is not legally required for a private sale. However, it is still a good idea to have one. It protects both you and the buyer by creating a record of the transaction. If your state does require one, you cannot complete the title transfer without it.

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

If you are the seller and you lost your copy, contact the buyer and ask them to provide a copy or sign a new one. If you are the buyer and you lost your copy, you can request a duplicate from the seller or ask the DMV whether they have a record of the title transfer. A lost bill of sale does not undo the sale, but it removes your written proof of the transaction.