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 who owned the car, who bought it, when the sale happened, how much was paid, and the vehicle's identification number. When you buy or sell a car privately — not through a dealer — a bill of sale creates a paper trail that protects both you and the buyer.
Most states do not legally require a bill of sale to transfer a title, but many states ask you to bring one to the DMV when you register the vehicle in the new owner's name. Even in states where it is optional, having one protects you: if the buyer later gets into an accident or racks up parking tickets before the title transfers, the bill of sale proves you are no longer responsible. If you are the buyer, it proves what you paid and when, which matters for insurance and loan purposes.
Key Takeaways
- A bill of sale is a written record of a private vehicle sale that protects both buyer and seller by documenting the sale date, price, vehicle details, and signatures.
- Free bill of sale forms are available from your state's DMV website, from legal document sites like LawDepot or Rocket Lawyer, or as straightforward templates you can create yourself in a word processor.
- Your state may have a specific form it prefers or requires, so check your DMV website first before using a generic template.
- Both the buyer and seller should sign and date the bill of sale, and each should keep a copy for their records.
Where to find a free bill of sale form for your state
Start with your state's DMV website. Many states publish their own bill of sale form, and using the official version means you know it will be accepted when you bring it to register the vehicle. Search "[your state] DMV bill of sale form" or look under the title transfer or registration section of the website.
If your state does not publish a form, or if you want a backup option, free templates are available from LawDepot, Rocket Lawyer, and similar legal document sites. These sites let you generate a form for free without paying for a membership. You can also create your own bill of sale in a word processor by including the required information — there is no magic to it, and a handwritten or typed document signed by both parties is legally valid in all states.
Some states have specific requirements about what must appear on the form. A few states ask for the odometer reading, for example, or require notarization in certain situations. Checking your DMV website takes five minutes and saves you from having to redo the form later.
What information to include on the bill of sale
A bill of sale should include the seller's full name and address, the buyer's full name and address, the date of sale, the vehicle identification number (VIN), the year, make, and model of the vehicle, the sale price, and the condition of the vehicle (for example, "as-is" or "with warranty"). Some forms also ask for the odometer reading and whether there are any liens on the vehicle.
Both the seller and buyer must sign and date the form. Some states ask for a witness signature or notarization, but most do not. If your state requires notarization, the DMV website will say so. If it does not, you do not need it — a notary is not required just because a document involves money.
Keep the language straightforward and factual. You do not need legal language or formal phrasing. "Vehicle sold for $5,000 on January 15, 2024" is enough. If there are any known problems with the vehicle, write them down — "transmission makes noise when shifting" or "check engine light is on." This protects the seller by documenting the vehicle's condition at the time of sale.
How to fill out and sign the bill of sale
Print or write out the form clearly so both parties can read it. Fill in all the blanks with accurate information. Do not leave fields blank unless the form says they are optional. If you are not sure about a field, check your state's DMV website or call the DMV to ask.
The seller fills in their information first, then the buyer fills in theirs. Both parties sign and date the form in front of each other if possible, though this is not always required. Each person should keep a copy — the seller keeps one to prove they no longer own the vehicle, and the buyer keeps one as proof of purchase.
If the form asks for a witness or notary and your state requires it, arrange that before you sign. If your state does not require it, you can skip that step. Do not sign a blank form or a form with blank spaces — fill everything in first.
When to use the bill of sale in the title transfer process
The buyer brings the bill of sale to the DMV along with the signed title, proof of insurance, and any other documents the DMV asks for. The bill of sale is not the title itself — it is a supporting document that shows the sale happened and on what date.
The seller should keep their copy of the bill of sale for at least a few months after the sale, in case questions come up about the transfer. If the buyer does not register the vehicle right away, the seller's copy proves when they sold it and to whom, which protects them if the vehicle is used illegally before the title is transferred.
Some states ask you to submit the bill of sale to the DMV as part of the title transfer. Others just want you to have it on hand in case they ask. Check your state's title transfer instructions to see whether you need to mail it in, bring it in person, or just keep it for your records.
What to do if you lose the bill of sale after the sale
If you signed a bill of sale but lost your copy, you can ask the other party for another copy. If they will not provide one, you can create a new one and have both parties sign it again, dated with the original sale date. Write "duplicate" or "replacement copy" at the top so it is clear this is not the original.
If the title has already been transferred to the buyer's name, losing the bill of sale is less urgent — the DMV has a record of the transfer. But if the title transfer is still pending and you need proof of the sale, contact the other party as soon as you can.
Frequently Asked Questions
Do I have to notarize a bill of sale?
Most states do not require notarization. Check your state's DMV website to see if notarization is required for your situation. If it is not required, you do not need to pay for a notary — a signature from both parties is enough.
Can I use a bill of sale from another state?
You can, but your state may prefer its own form. Check your DMV website first. If your state does not have a specific form, a bill of sale from another state will usually work, though you may want to add your state's name to make it clear where the sale took place.
What if the seller will not sign the bill of sale?
The seller must sign for the bill of sale to be valid. If the seller refuses, you cannot complete the sale. If you have already paid for the vehicle, do not hand over the money until both parties have signed the bill of sale.
Do I need a bill of sale if I buy from a dealer?
No. Dealers provide their own paperwork, which serves the same purpose as a bill of sale. You only need a bill of sale for private sales between individuals.
Can I write a bill of sale by hand?
Yes. A handwritten bill of sale signed by both parties is legally valid. It does not have to be typed or printed. Make sure the handwriting is clear and both parties sign and date it.