What a bill of sale does 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 sale date, the vehicle details, the price paid, and the names and signatures of both the buyer and seller. When you print and sign one, you create proof of the transaction that protects both parties if questions arise later about ownership, condition, or payment.
Most states do not legally require a bill of sale to transfer a vehicle title, but many states do require it or strongly recommend it. Even in states where it is optional, having a signed copy protects you. If you are the seller, it shows you received payment and transferred ownership on a specific date. If you are the buyer, it documents what you paid and what condition the vehicle was in when you took it. Without one, disputes over who owns the car, what was promised, or whether payment actually happened become much harder to settle.
Key Takeaways
- A bill of sale is a written record of a vehicle sale that both buyer and seller sign, documenting the date, vehicle details, price, and condition.
- Many states require a bill of sale to transfer title, and even states that do not require it recommend having one for your protection.
- Free printable templates are available from state DMV websites, legal document sites, and automotive organizations, and most are formatted to meet state requirements.
- You fill in the vehicle identification number (VIN), odometer reading, sale price, and both parties' names and addresses, then both sign and date it.
- Keep a copy for your records and provide the original or a copy to the buyer or seller, depending on your role in the transaction.
Where to find a free printable bill of sale template
Your state's Department of Motor Vehicles (DMV) website often provides a free bill of sale form designed to meet your state's specific requirements. Search "[your state] DMV bill of sale" to find the official version. If your state does not offer one, legal document sites like LegalZoom, Rocket Lawyer, and Nolo provide free templates that work in most states. Automotive organizations like the National Association of Independent Automobile Dealers (NIADA) also publish free, printable forms.
When you choose a template, check whether it is designed for your state. Some states have specific wording or fields they prefer, and using the state-approved form can speed up the title transfer process later. If you cannot find a state-specific version, a general template works in most cases, but read through it to make sure it includes spaces for the VIN, odometer reading, sale price, and signatures from both parties.
What information to fill in on the form
Start with the vehicle details: the full vehicle identification number (VIN), make, model, year, color, and current odometer reading. The VIN appears on the driver's side dashboard and on the title document itself. The odometer reading matters because it documents the mileage at the time of sale, which protects the buyer against odometer fraud and helps establish the vehicle's condition.
Next, fill in the sale details: the date of the sale, the price paid, and the condition of the vehicle (for example, "as-is" or "with warranty"). Then add the names, addresses, phone numbers, and driver's license numbers of both the buyer and the seller. Some forms ask for the seller's signature to release the title and the buyer's signature to acknowledge receipt. Both parties should sign and date the form in front of each other or a notary, depending on your state's requirements.
Whether you need a notary and when
Most states do not require a notary to sign a bill of sale, but some do. Check your state's DMV website or the template instructions to see if notarization is required where you live. If it is, you will need to take the signed form to a notary public, who will verify the identities of both parties and add their official stamp and signature. Notaries are available at banks, UPS stores, libraries, and some government offices, and the cost is usually between five and fifteen dollars.
Even if notarization is not required, having a notary sign the form adds a layer of legal protection. It proves that both parties were present and signed willingly, which can matter if a dispute arises later. If you are buying or selling a vehicle privately and want maximum protection, paying for notarization is worth the small cost.
How to complete the transaction after signing
Once both parties have signed the bill of sale, make at least two copies: one for the buyer and one for the seller. Keep your copy in a safe place with your other vehicle documents. The buyer will need their copy when they go to the DMV to register the vehicle in their name and transfer the title. The seller should keep their copy as proof that they no longer own the vehicle and that they received payment.
The bill of sale alone does not transfer the title. The buyer must take it to the DMV along with the signed title document, proof of insurance, and any other documents your state requires. The seller must sign the title itself (usually on the back) to release ownership. The bill of sale is supporting documentation that shows the sale was legitimate and documents the terms both parties agreed to.
What to do if you are buying from a private seller
Ask the seller to fill out and sign the bill of sale before you hand over payment. Do not pay first and then ask for the form; use it as part of the transaction itself. Make sure the seller fills in the VIN correctly by checking it against the title document they show you. Verify the odometer reading by looking at the instrument cluster yourself. If the seller refuses to sign a bill of sale or seems evasive about it, that is a warning sign that something may be wrong with the vehicle or the sale.
Before you sign, read the entire form and make sure every field is accurate. If the seller writes "as-is" in the condition field, that means you are buying the vehicle with no warranty and cannot return it if something breaks. If the price seems unusually low, ask why. Once you sign, you own the vehicle in the condition it is in, so take time to inspect it and test-drive it before you commit.
What to do if you are selling to a private buyer
Provide the bill of sale form to the buyer and ask them to fill in their information. You fill in the vehicle details and your information. Make sure the buyer writes in the correct sale price and date. Do not accept a check or promise of payment; wait until the money has cleared your account before you sign and hand over the keys and title. Some sellers ask the buyer to sign the bill of sale before showing them the vehicle, as a way to confirm they are serious.
Once the buyer has paid and you have both signed, give them a copy of the bill of sale and the signed title. Keep your copy for your records. If the buyer later claims the vehicle had problems you did not disclose, your copy of the bill of sale showing the sale date and the "as-is" condition protects you. If you did promise to fix something or provide a warranty, make sure that promise is written on the bill of sale itself, not just spoken.
Frequently Asked Questions
Can I use a bill of sale from online instead of my state's official form?
Yes. Most states accept any bill of sale that includes the vehicle details, sale price, date, and both parties' signatures. Using your state's official form is safest because it is designed to meet local requirements, but a general template from a legal site works in most cases. Check your state DMV website to see if they have a preferred format.
What if the seller will not sign a bill of sale?
Do not buy the vehicle. A seller who refuses to sign a bill of sale may be hiding something about the vehicle's history, ownership, or condition. A legitimate private sale always includes a signed bill of sale. If the seller claims it is not necessary, they are wrong — it protects both of you.
Do I need a bill of sale if I am buying from a dealership?
No. Dealerships provide their own sales contracts and paperwork that serve the same purpose. Those documents are more detailed than a bill of sale and include warranty information, financing terms, and dealer disclosures. Keep the dealership's paperwork instead.
Can I print a bill of sale on regular paper, or does it need to be on special forms?
Regular paper is fine. There is no legal requirement for special paper or ink. Print the template on standard white paper, fill it in by hand or on a computer, and have both parties sign it. Keep the original and make copies for your records.
What if I lost my copy of the bill of sale after the sale?
Contact the other party and ask them to provide a copy. If you cannot reach them, your state DMV may have a record of the title transfer, which documents the sale date and parties involved. If you are the seller and need to prove you no longer own the vehicle, the title transfer record is usually enough.