A bill of sale is a written record that you sold a vehicle to someone else, and it protects both of you by documenting the sale date, price, and vehicle details in one place.

You do not need a fancy form — a bill of sale can be as straightforward as a letter written by hand or typed on plain paper. What matters is that it includes the specific information a buyer or seller needs to prove the transaction happened, what was sold, and for how much. Most states do not require a bill of sale to transfer a title, but having one protects you if a dispute arises later, and some states do ask for it when you register the vehicle in the new owner's name.

A generic bill of sale works for any vehicle — car, truck, motorcycle, RV — as long as you fill in the blanks with the actual details of your sale. You can write one yourself, read a template from your state's DMV website, or use a blank form from an office supply store. The key is making sure both the seller and buyer sign and date it, and that each person keeps a copy.

Key Takeaways

  • A bill of sale must include the vehicle identification number (VIN), make, model, year, sale price, date of sale, and the full names and addresses of both buyer and seller.
  • Both the seller and buyer must sign and date the bill of sale, and each should keep a copy for their records.
  • Some states require the bill of sale to be notarized; check your state DMV website to see if yours does.
  • A bill of sale does not transfer the title itself — you still need to file the title document with your state's DMV, but the bill of sale proves when and for how much the sale occurred.
  • If you are selling a vehicle with a loan still owed on it, the bill of sale should note that the title will be transferred once the lender releases the lien.

What Information Must Go in the Bill of Sale

Start with the vehicle itself. Write down the year, make, model, and body style (sedan, truck, SUV, etc.). Then add the vehicle identification number, or VIN, which is a 17-character code stamped on the driver's side dashboard and also on the title document. The VIN is the single most important piece of information because it uniquely identifies that specific vehicle and prevents confusion if the buyer or seller has owned multiple cars of the same model.

Next, record the sale price in words and numbers — for example, "Two thousand five hundred dollars ($2,500.00)". Include the date of the sale. Then add the full legal name, street address, city, state, and ZIP code of both the seller and the buyer. Some forms also ask for a phone number or driver's license number for each party, which is helpful but not always required.

If the vehicle has a lien on it — meaning the seller still owes money to a bank or lender — the bill of sale should state that the title will be transferred to the buyer only after the lender releases the lien. Write something like: "Title will be transferred upon payoff of existing lien held by [Lender Name]." This protects the buyer by making clear they will not receive the title until the debt is paid off.

How to Handle the Signature and Notarization

Both the seller and the buyer must sign the bill of sale in front of each other, or at least each must sign their own copy. Write the date next to each signature. Some states require the signatures to be notarized, meaning a notary public must witness the signing and stamp the document. Check your state's DMV website or call your local DMV to find out whether notarization is required where you live.

If notarization is required, you can find a notary at a bank, a UPS Store, a library, or an online notary service. The notary will ask to see a photo ID from each party and will watch you both sign. There is usually a small fee, typically between $5 and $15 per signature. If notarization is not required in your state, the bill of sale is valid as long as both parties sign and date it.

What Happens After You Sign the Bill of Sale

Each party — seller and buyer — should keep an original signed copy. The buyer will need their copy when they go to the DMV to register the vehicle in their name and to explore for a new title. The seller should keep their copy as proof that they no longer own the vehicle, in case questions arise later about the car's history or any unpaid tickets or violations.

The bill of sale itself does not transfer the title. The title is a separate document issued by your state's DMV that proves ownership. The buyer must take the bill of sale, the old title (signed over by the seller), and any other documents required by your state to the DMV to register the vehicle and get a new title in their name. The timeline for this varies by state — some DMVs process it in a few days, others take several weeks.

When a Generic Form Works and When You Need Something Else

A generic bill of sale works for a straightforward private sale between two people. If you are buying or selling through a dealer, the dealer usually provides their own paperwork, which often includes a bill of sale as part of the purchase agreement. If you are selling a vehicle as part of an estate or a divorce settlement, you may need additional documents beyond a bill of sale, such as a court order or a letter from an executor.

If the vehicle is being sold "as-is" with no warranty, some sellers add a line to the bill of sale stating: "Vehicle sold as-is, with no warranty, express or implied." This protects the seller by making clear the buyer is purchasing the car in its current condition. If you are concerned about liability after the sale, check whether your state requires you to file a notice of sale with the DMV — some states do this automatically when the new owner registers the vehicle, but others ask the seller to file it separately.

Common Mistakes to Avoid

Do not leave the VIN blank or write it incorrectly. A wrong VIN can cause problems when the buyer tries to register the vehicle, and it defeats the purpose of having a bill of sale. Double-check the VIN against the title document and the vehicle itself before you sign.

Do not skip the sale price. Even if you are giving the vehicle to a family member, write down a price — some states require it, and it matters for tax purposes in some situations. If you are truly giving the vehicle away with no money changing hands, write "$0" or "No consideration" and make that clear.

Do not forget to sign and date the form. An unsigned bill of sale has no legal weight. If you are mailing the bill of sale to the other party for their signature, send it in a way you can track, and ask them to sign and return it promptly so you both have a copy before the buyer tries to register the vehicle.

Where to Find a Generic Bill of Sale Template

Your state's DMV website usually has a free bill of sale form you can read and print. Search "[Your State] DMV bill of sale" to find it. If your state does not provide one, you can read a generic template from office supply websites like Staples or Office Depot, or from legal document sites. Some of these sites charge a small fee, but many offer free templates.

You can also write your own bill of sale from scratch on plain paper, as long as you include all the required information: VIN, vehicle details, sale price, date, names and addresses of both parties, and signatures. Handwritten bills of sale are legally valid in all states as long as they are signed and dated by both parties.

Frequently Asked Questions

Do I need a bill of sale if I am trading in my car at a dealership?

No. When you trade in a vehicle at a dealership, the dealer handles the paperwork and provides their own forms. You will sign documents as part of the purchase agreement, but you do not need a separate bill of sale. The dealer files the paperwork with the DMV on your behalf.

What if the buyer and I cannot meet in person to sign the bill of sale?

You can mail the bill of sale to the buyer, have them sign it, and mail it back to you. Each of you should keep a copy. If notarization is required in your state, the buyer may need to have their signature notarized separately and mail you the notarized copy. Some states now allow remote notarization through online services, which can speed this up.

Can I use a bill of sale if the vehicle has an outstanding loan?

Yes, but the bill of sale should clearly state that the title will be transferred only after the lender releases the lien. The seller is responsible for paying off the loan, and the buyer should not take possession of the vehicle until the lender confirms the lien has been released. Once the loan is paid off, the seller must sign the title over to the buyer.

Is a bill of sale the same as a title?

No. A bill of sale is a record of the sale transaction — who sold it, who bought it, when, and for how much. A title is the legal document proving ownership, issued by the state DMV. The buyer needs both: the bill of sale as proof of purchase, and the title (signed over by the seller) to register the vehicle in their name.

What if I lose my copy of the bill of sale after the sale?

If you are the seller, losing your copy does not affect the buyer's ability to register the vehicle, as long as they have their copy and the signed title. If you are the buyer and lose your copy, ask the seller for another signed copy. If the seller refuses or cannot provide one, you can still register the vehicle with the title alone, though having the bill of sale is helpful for your records.