A bill of sale is a written record that the seller and buyer both sign to prove a vehicle changed hands and at what price.
A bill of sale is not the same as a title. The title proves who owns the vehicle; the bill of sale proves the sale happened and documents the terms. You need both. The bill of sale protects you because it creates a paper trail — if the buyer later claims they never paid, or the seller claims they never sold it, the signed document is your proof. Most states do not require a specific form, which means you can write one yourself or use a template. What matters is that it includes the right information, both parties sign it, and each keeps a copy.
Key Takeaways
- A bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and the printed names and signatures of both buyer and seller.
- Most states do not require a specific form, so you can use a template, read one from your state's motor vehicle department, or write one yourself.
- Both the buyer and seller should keep a signed copy for their records, and the buyer will usually need to bring it to the motor vehicle office when registering the vehicle.
- Some states require the bill of sale to be notarized; check your state's rules before you sign.
- A bill of sale is separate from the title and does not transfer ownership by itself — the title transfer must be completed at the motor vehicle office.
What Information Must Go on a Bill of Sale
Start with the vehicle details. Write the full vehicle identification number (VIN), the year, make, model, color, and license plate number. The VIN is the most important piece because it is the only number that uniquely identifies that specific vehicle. You can find it on the dashboard on the driver's side, on the title itself, or on the registration card.
Next, add the sale price. Write the exact dollar amount in both numbers and words — for example, "Two Thousand Five Hundred Dollars ($2,500.00)". If the sale includes a trade-in, write that separately. If the buyer is paying in cash, write "cash." If they are financing part of it, you can note that too, but the bill of sale does not need to include loan details — that is between the buyer and their lender.
Include the date of sale. This is the date the buyer and seller agree the ownership transfer happens, which is usually the day they sign. Write it as month, day, and year.
Add the full legal names, addresses, and signatures of both the buyer and the seller. Print the names clearly so there is no confusion later. Both parties must sign in ink, and both should keep a copy. Some states require the signatures to be notarized; check your state's motor vehicle website to see if yours does.
Where to Find a Bill of Sale Template
Your state's motor vehicle department may offer an official template. Go to your state's DMV or motor vehicle website and search for "bill of sale" or "vehicle sale form." Many states post a PDF you can read and print. Using the official form is not required in most states, but it ensures you are not missing anything the state expects to see.
If your state does not offer a form, you can find templates online from reputable sources. The National Association of Secretaries of State and many state bar associations publish free templates. You can also search "[your state] bill of sale template" to find versions written for your state's specific rules.
You can also write one from scratch if you include all the required information. The form does not need to be fancy — a handwritten bill of sale signed by both parties is legally valid in most states, as long as it has the vehicle details, price, date, and signatures.
State-Specific Rules You Need to Check
A few states require the bill of sale to be notarized, meaning a notary public must witness both signatures. This adds a step and usually costs $5 to $15, but it strengthens the document. Check your state's motor vehicle website to see if notarization is required where you live.
Some states ask you to include odometer mileage on the bill of sale. This protects the buyer from odometer fraud. If your state requires it, write the current mileage and the date you recorded it.
A few states have additional fields they want to see, such as whether the vehicle has a lien (a loan against it) or whether it is being sold "as-is." Read your state's template or instructions carefully, because missing a required field can delay the buyer's registration.
What Happens After You Sign
Once both parties have signed, each should keep a copy. The buyer will need their copy when they go to the motor vehicle office to register the vehicle and transfer the title into their name. The seller should keep their copy as proof that they no longer own the vehicle — this protects you if the vehicle is later involved in an accident or crime.
The bill of sale does not transfer the title by itself. The buyer must take the signed bill of sale, the original title, proof of insurance, and proof of identity to the motor vehicle office to complete the title transfer. The timeline varies by state, but the buyer should do this within 10 to 30 days of the sale.
If you are the seller, do not sign the title until you have the bill of sale signed and the payment in hand. If you are the buyer, do not hand over payment until you have a signed bill of sale and have inspected the vehicle and the title.
Common Mistakes to Avoid
Do not leave the price blank or write "cash" without a dollar amount. The bill of sale must show what was actually paid, because the buyer will need this for registration and insurance purposes. If the price is unclear, the document loses its value as proof.
Do not sign before both parties have agreed on all the details. Once signed, the bill of sale is a binding record. If you later discover the price was wrong or the VIN was mistyped, you will have to create an amended bill of sale and have both parties sign again.
Do not forget to include the VIN. A bill of sale without a VIN is nearly useless because it does not clearly identify which vehicle was sold. Take the time to copy it correctly from the title or the dashboard.
Do not assume one copy is enough. Both the buyer and seller need a signed copy. If you only have one copy and the buyer loses theirs, you will have no proof of the sale if a dispute arises later.
When You Might Need a Bill of Sale for a Private Sale
If you are buying or selling a vehicle from a private party — not a dealership — you should always use a bill of sale. Dealerships handle their own paperwork and do not require a separate bill of sale, but private sales do. A bill of sale is your only written proof that the transaction happened and on what terms.
If you are selling a vehicle to a family member or friend, a bill of sale is still important. Even though you trust them, a signed document protects both of you. If the buyer later has an accident and the other party sues, the bill of sale proves when ownership transferred and that you are no longer responsible for the vehicle.
Frequently Asked Questions
Can I use a bill of sale I found online, or do I have to use my state's official form?
In most states, you can use any bill of sale as long as it includes the required information: VIN, sale price, date, and signatures of both parties. Using your state's official form is safer because it is designed to meet your state's requirements, but it is not always required. Check your state's motor vehicle website to see if they have specific rules about form.
What if the seller will not sign the bill of sale?
Do not buy the vehicle. A bill of sale is your only proof of the sale, and without it you have no legal protection if a problem arises later. If the seller refuses to sign, it is a red flag that something is wrong — the vehicle may have a lien, be stolen, or have other issues.
Do I need to notarize the bill of sale?
Only if your state requires it. Check your state's motor vehicle website or call their office to ask. Notarization adds cost and time but makes the document stronger as evidence if you ever need to prove the sale in court.
Can I write a bill of sale by hand, or does it have to be typed?
Handwritten bills of sale are legal in most states as long as the information is clear and both parties sign in ink. Typed is cleaner and easier to read, but handwritten works. Make sure the handwriting is legible and both parties keep a copy.
What if I lose my copy of the bill of sale after I sell the vehicle?
Contact the buyer and ask them to provide you with a copy of their signed version. Keep it in a safe place. If you cannot reach the buyer, you can create a new bill of sale with the same information and have both parties sign it again, though this is awkward and should be avoided.