What a bill of sale is and why you need one

A bill of sale is a written record that you sold a car to someone else, or that someone sold one to you. It names the buyer, the seller, the vehicle (year, make, model, VIN), the sale price, and the date. When you sign it, you are both saying: this transaction happened, on these terms, for this amount of money.

You need a bill of sale because it protects both of you. If you are selling, it proves you transferred ownership and received payment—which matters if the buyer later gets a ticket or is in an accident and someone tries to hold you responsible. If you are buying, it proves what you paid and when, which you will need when you register the car with your state's motor vehicle department. Many states require it before they will issue a new title in your name.

A bill of sale is separate from the title. The title is the legal ownership document that the state issues. The bill of sale is the proof of the transaction that got you there.

Key Takeaways

  • A bill of sale must include the seller's name and signature, the buyer's name, the vehicle VIN, the sale price, and the date of sale.
  • Your state's motor vehicle department website usually has a free template you can read and print, or you can write one yourself in plain language.
  • Both the buyer and seller must sign the bill of sale, and each should keep a copy for their records.
  • You do not need a notary to make a bill of sale legal in most states, though some states recommend it for extra protection.
  • Bring the signed bill of sale to your state's motor vehicle office when you register the car or transfer the title into your name.

Where to get a bill of sale template

The easiest route is your state's motor vehicle department website. Most states publish a free, official bill of sale form that meets their legal requirements. Search "[your state] bill of sale form" or go directly to your state's DMV or Secretary of State website and look for "forms" or "vehicle documents." read it, print it, and fill it in by hand or on your computer.

If your state does not publish one, you can write a bill of sale yourself. It does not have to be fancy. A plain document that includes the seller's name and signature, the buyer's name, the vehicle year/make/model/VIN, the sale price, and the date is legally valid in most states. You can type it in a word processor or write it by hand. The key is that both parties sign it.

Some people use templates from legal document websites or car-selling platforms. These are usually fine, but check your state's requirements first—a few states have specific wording they prefer, and using their official form avoids any question later.

What information to include on the bill of sale

Fill in these details clearly and completely:

  • Seller's full name and address — the person or business transferring the car
  • Buyer's full name and address — the person or business receiving the car
  • Vehicle year, make, and model — for example, 2015 Honda Civic
  • Vehicle Identification Number (VIN) — found on the dashboard, driver's side, or on the title itself
  • Sale price — the actual amount paid, even if it is a gift (write "gift" or "$0" if no money changed hands)
  • Date of sale — the day the buyer took possession
  • Odometer reading — the mileage at the time of sale (required in most states)
  • Condition of the vehicle — "as is" or any known defects (optional but recommended)

Both the seller and the buyer must sign and print their names. Some states ask for driver's license numbers as well. If you are unsure what your state requires, check the official form or call your local motor vehicle office.

Whether you need a notary

Most states do not require a notary to make a bill of sale legal. The signatures of the buyer and seller are enough. However, a few states—including Georgia, South Carolina, and Missouri—recommend or prefer a notarized bill of sale, and some lenders or title companies ask for one.

If you want to notarize the document, you can do so at a bank, a notary public's office, or sometimes at a UPS store or pharmacy. You will need to bring the unsigned bill of sale and a photo ID. The notary will watch you sign it, verify your identity, and stamp it. This usually costs between $5 and $15 per signature. It adds a layer of proof that the signatures are genuine, which can matter if there is ever a dispute.

If your state does not require it and you are selling to someone you trust, notarization is optional. If you are buying from a private seller and want extra protection, asking for a notarized bill of sale is reasonable and not unusual.

Filling out and signing the bill of sale

Print two copies of the bill of sale—one for the seller and one for the buyer. Fill in all the required information while the buyer and seller are together, if possible. This way you can both verify the details are correct before anyone signs.

Both the seller and buyer must sign and date the document. Sign in blue or black ink if you are printing and signing by hand; this makes it clear the signature is original and not a photocopy. If you are filling it out on a computer, you can print it and sign it, or use an electronic signature tool if your state accepts digital signatures (check your state's rules first).

Once both parties have signed, each should keep a copy. The buyer will bring their copy to the motor vehicle office when registering the car. The seller should keep theirs for their records in case questions come up later about the sale.

What to do with the bill of sale after you sign it

If you are the buyer, bring the signed bill of sale to your state's motor vehicle office along with the title (if the seller has it) and any other documents required for registration. The office will use it to create a new title in your name. Bring the original signed copy, not a photocopy, unless your state says otherwise.

If you are the seller, keep your signed copy in a safe place for at least three to five years. If the buyer later gets a ticket or is in an accident and someone tries to hold you responsible, the bill of sale proves you no longer owned the vehicle. You may also need it for tax purposes if you are selling multiple vehicles.

Do not throw away your copy. File it with your other important documents or keep it in a folder with your vehicle records.

Frequently Asked Questions

Can I write a bill of sale by hand instead of printing a form?

Yes. As long as it includes the seller's and buyer's names, the vehicle VIN, the sale price, the date, and both signatures, a handwritten bill of sale is legal in most states. Use clear handwriting and keep a copy for your records.

What if the seller does not have the title yet?

You can still sign a bill of sale. The bill of sale proves the sale happened; the title is a separate document that shows legal ownership. When the seller gets the title from their lender or the previous owner, they will sign it over to you. Bring both documents to the motor vehicle office together.

Do I need a bill of sale if I am buying from a dealer?

No. Dealers issue a different document called a dealer's invoice or purchase agreement, which serves the same purpose. Bring that to the motor vehicle office instead. A bill of sale is mainly for private sales between individuals.

What if I am selling a car as a gift?

Write "gift" or "$0" in the sale price field on the bill of sale. Sign it the same way you would for a paid sale. The buyer will still need it to register the vehicle, and you will need your copy to prove you no longer own it.

Can I use a bill of sale from another state?

It depends on your state's rules. Some states accept any bill of sale that includes the required information. Others prefer or require their own official form. Check your state's motor vehicle website before using a template from another state.