What a bill of sale for a trailer is and why you need one

A bill of sale for a trailer is a written record that you and the buyer (or seller) both sign to document the transfer of ownership. It shows the date of the sale, a description of the trailer, the sale price, and the signatures of both parties. This document protects both of you: it proves you sold the trailer on a specific date for a specific amount, and it creates a paper trail if questions about ownership arise later.

Many states do not require a bill of sale for trailers the way they do for cars, but that does not mean you should skip it. If you are selling a trailer, a bill of sale is your proof that you no longer own it—critical if the buyer later gets into an accident or racks up parking tickets. If you are buying, it is your proof of purchase and the date you became the owner, which matters when you register it or insure it.

A bill of sale is separate from the title document itself. The title is the legal ownership record kept by your state's motor vehicle department. The bill of sale is the transaction record you create and keep for your own protection.

Key Takeaways

  • A bill of sale documents the sale date, trailer description, price, and signatures of both buyer and seller, protecting both parties from future liability.
  • Most states do not legally require a bill of sale for trailers, but creating one is a practical safeguard even when not mandated.
  • The bill of sale should include the trailer's VIN, year, make, model, condition, and any known defects or damage.
  • Both the seller and buyer must sign and date the bill of sale, and each should keep a copy for their records.
  • A bill of sale does not transfer the title itself—you still need to complete title paperwork with your state's motor vehicle department.

What information to include on a trailer bill of sale

Start with the basics: the date of the sale, the full names and addresses of both the seller and the buyer. Then describe the trailer itself. Include the Vehicle Identification Number (VIN), the year, make, and model. If the trailer does not have a VIN (some older or homemade trailers do not), write "No VIN" and describe it as clearly as you can—for example, "16-foot enclosed cargo trailer, white, single axle."

Write down the sale price in both numbers and words to avoid confusion: "$2,500 (two thousand five hundred dollars)." If the sale includes any equipment or items attached to the trailer—a spare tire, a toolbox, a hitch—list those separately so there is no dispute about what was included.

Add a section for the condition of the trailer. Note any known damage, rust, mechanical issues, or wear. This protects the seller by showing the buyer knew about problems before purchase. You can write something like "Trailer sold as-is with the following known issues: rust on left side, tires have 50% tread remaining." If the trailer is in good condition, write "Trailer inspected and found to be in good working condition" or straightforward "As-is."

The format and wording you can use

You do not need a fancy template or a lawyer to write a bill of sale. A straightforward, clear format works fine. Here is what one looks like:

BILL OF SALE FOR TRAILER

This bill of sale is entered into on [DATE], between [SELLER NAME], address [SELLER ADDRESS] (Seller), and [BUYER NAME], address [BUYER ADDRESS] (Buyer).

The Seller hereby sells to the Buyer the following trailer:

Year: [YEAR] Make: [MAKE] Model: [MODEL] VIN: [VIN or "No VIN"] Color: [COLOR] Description: [BRIEF DESCRIPTION]

Sale Price: $[AMOUNT] ([AMOUNT IN WORDS])

Condition: [DESCRIBE CONDITION AND ANY KNOWN ISSUES]

The Seller warrants that he/she is the legal owner of this trailer and has the right to sell it. The Buyer accepts the trailer in its current condition.

Seller Signature: _________________________ Date: _________ Seller Printed Name: _________________________

Buyer Signature: _________________________ Date: _________ Buyer Printed Name: _________________________

Print this out, fill in the blanks by hand or on a computer, and have both parties sign and date it. You do not need notarization in most states, but some people choose to have it notarized anyway for extra protection. A notary public can verify the signatures for a small fee (usually $5 to $15) at a bank, UPS store, or courthouse.

How to handle the bill of sale when you sell or buy

If you are the seller, print two copies—one for you and one for the buyer. Both of you sign both copies. Keep your copy in a safe place, ideally with your vehicle records. This is your proof that you transferred ownership on that date and for that price. If the buyer later has an accident or legal problem with the trailer, you have documentation that you no longer owned it.

If you are the buyer, keep your signed copy and use it when you register the trailer with your state's motor vehicle department. Some states ask for the bill of sale as part of the registration process. Even if your state does not require it, keep it anyway—it proves when you bought the trailer and what you paid, which matters for insurance and tax purposes.

Do not assume the bill of sale transfers the title. It does not. You still need to complete your state's title transfer paperwork, which usually involves submitting the old title (signed by the seller), the bill of sale, a registration process, and a fee to your state's motor vehicle department or equivalent agency. The bill of sale is just one piece of that process.

When a bill of sale is required by your state

Most states do not legally require a bill of sale for trailers, but some do. A few states ask for it as part of the title transfer process, and some require it only for trailers above a certain weight or value. Check your state's motor vehicle department website or call them directly to find out whether a bill of sale is required where you live.

Even if your state does not require one, creating a bill of sale costs nothing and takes 10 minutes. The protection it gives you—proof of the sale date, price, and condition—is worth far more than the effort. If a dispute arises later, you have a signed document that settles the question of who owned the trailer and when.

What to do if you lose the bill of sale

If you signed a bill of sale but lost your copy, contact the other party and ask them to send you a photo or scan of their copy. If you cannot reach them or they no longer have it, you can create a new one based on your memory of the sale, have both parties sign it, and note on it that it is a "duplicate" or "replacement" copy created after the original sale. This is not ideal, but it is better than having no record at all.

If you are trying to prove you sold a trailer years ago and have no bill of sale, your bank or payment records (if you were paid by check or electronic transfer) can serve as backup proof. Keep receipts and financial records related to vehicle sales for at least three to five years.

Frequently Asked Questions

Do I need a notary to sign a bill of sale for a trailer?

No, notarization is not required in most states. Both parties straightforward need to sign and date the document. However, having a notary verify the signatures adds an extra layer of proof that both parties actually signed it, which can be useful if a dispute arises later. The cost is usually $5 to $15.

What if the trailer does not have a VIN?

Write "No VIN" in that field and describe the trailer as clearly as you can instead—year, make, model, color, size, and any distinguishing features. This is common for older or homemade trailers. The description should be detailed enough that someone reading it could identify the specific trailer.

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

No. A bill of sale documents the sale but does not transfer legal ownership. You must still complete your state's title transfer process, which usually involves submitting the old title (signed by the seller), the bill of sale, a registration process, and a fee to your state's motor vehicle department.

What if the buyer and I disagree on the condition of the trailer after the sale?

This is why documenting the condition in the bill of sale matters. If you wrote that the trailer was sold "as-is" or listed specific known issues, you have a signed record of what the buyer agreed to. If you did not document condition and the buyer claims you misrepresented it, the bill of sale alone may not protect you—but it is still better to have one than none.

Should I keep the bill of sale forever?

Keep it for at least three to five years after the sale. This covers the period during which the buyer might have an accident or legal issue with the trailer and you need to prove you no longer owned it. After that, you can discard it, though there is no harm in keeping it longer.