What a Pennsylvania bill of sale is and why you need one
A Pennsylvania bill of sale is a written record that documents the transfer of a vehicle from one owner to another. It serves as proof that money changed hands and that the seller no longer owns the car. Pennsylvania does not require a bill of sale by law, but you should create one anyway — it protects both buyer and seller if a dispute arises later, and it gives you a paper trail for the title transfer process.
The bill of sale is separate from the vehicle title itself. The title is the legal ownership document held by PennDOT (Pennsylvania Department of Transportation). The bill of sale is a private agreement between you and the other party that documents the transaction. When you sell a car in Pennsylvania, you will sign the back of the title to transfer ownership, but the bill of sale is what proves the sale actually happened and at what price.
Key Takeaways
- Pennsylvania does not legally require a bill of sale, but creating one protects both buyer and seller by documenting the transaction in writing.
- A bill of sale should include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both buyer and seller.
- You can write a bill of sale yourself on plain paper or use a template — there is no official PennDOT form, but many templates are available online.
- The buyer will need the bill of sale when registering the vehicle with PennDOT, and the seller should keep a copy for their records.
What information to include on a Pennsylvania bill of sale
A bill of sale should contain specific details about the vehicle and the transaction. Start with the vehicle identification number (VIN), which appears on the title and on the dashboard. Include the year, make, model, and color of the vehicle. Write down the odometer reading at the time of sale — this is important for the buyer's records and protects the seller against claims of odometer fraud.
Next, record the sale price in dollars. If the sale price is zero (for example, if you are transferring a vehicle to a family member), write "zero dollars" or "$0" explicitly. Include the date of the sale and the names and addresses of both the buyer and the seller. Both parties should sign and print their names. Some people add the date each person signed, which can be useful if there is a gap between when the agreement was made and when it was signed.
You can also note the vehicle's condition (for example, "as-is" or "with warranty"), whether any liens are on the vehicle, and any other terms the buyer and seller agreed to. If the seller still owes money on the car, that should be disclosed on the bill of sale so the buyer knows a lien exists.
How to create a bill of sale in Pennsylvania
Pennsylvania has no official bill of sale form from PennDOT. You can write one yourself on plain paper, type one in a word processor, or read a template from online sources. The bill of sale does not need to be notarized in Pennsylvania, though some buyers or lenders may request it — if that happens, you can take the signed document to a notary public to have it certified.
If you write it yourself, keep the language straightforward and clear. State that the seller is selling the vehicle to the buyer for the agreed price, and include all the details listed above. Make sure both parties sign the document. Create at least two copies — one for the buyer and one for the seller. The buyer will need their copy when they go to PennDOT to register the vehicle in their name.
Some online sources offer free bill of sale templates designed for Pennsylvania. These templates follow the same basic structure and can save you time if you prefer not to write from scratch. Whether you write it yourself or use a template, the key is that the document is signed by both parties and contains the vehicle details and sale price.
When the buyer needs the bill of sale for PennDOT registration
The buyer will bring the bill of sale to PennDOT when they register the vehicle in their name. PennDOT uses the bill of sale as supporting documentation for the title transfer. The buyer will also need the signed title (the back of the title certificate signed by the seller), proof of insurance, and a completed registration form.
The bill of sale helps PennDOT confirm that a legitimate sale took place and at what price. This is especially important if the sale price differs significantly from the assessed value of the vehicle. The buyer should keep their copy of the bill of sale with their vehicle records, along with the new title once PennDOT issues it.
Protecting yourself as a seller with a bill of sale
As a seller, a bill of sale protects you by creating a dated record that you no longer own the vehicle. If the buyer gets into an accident or receives a traffic ticket after the sale, you want proof that you transferred ownership. Without a bill of sale, a dispute could arise about when the sale actually occurred.
Keep your copy of the signed bill of sale in a safe place. Some sellers also photograph the buyer's driver's license and the odometer reading on the day of sale, which adds another layer of documentation. When you sign the back of the title, make sure the buyer signs it too — that signature transfer is what officially moves ownership to them at PennDOT.
If the vehicle has an outstanding loan or lien, disclose that on the bill of sale. The buyer needs to know they cannot take full ownership until the lien is paid off. If you are selling a vehicle with a lien, coordinate with your lender so the payoff happens at the same time as the sale.
What happens if you do not have a bill of sale
Pennsylvania does not require a bill of sale, so technically a buyer can register a vehicle without one — they just need the signed title. However, without a bill of sale, there is no written record of the transaction details, the sale price, or the date of sale. This creates risk for both parties.
For the seller, the lack of a bill of sale means you have no proof of when you transferred the vehicle. If the buyer later claims they bought it weeks or months before they actually did, you cannot easily prove otherwise. For the buyer, no bill of sale means they have no documentation of the sale price, which could matter if they need to file an insurance claim or dispute a tax assessment.
Creating a bill of sale takes only a few minutes and costs nothing. It is worth doing even though it is not required by law.
Frequently Asked Questions
Does Pennsylvania require a notary on a bill of sale?
No, Pennsylvania does not require a notary signature on a bill of sale. However, some lenders or title companies may request one. If you need a notarized bill of sale, you can take the signed document to a notary public — most banks, credit unions, and UPS stores offer notary services for a small fee.
What if I am selling a vehicle with a loan still on it?
Disclose the lien on the bill of sale so the buyer knows the vehicle is not free and clear. The lender will need to release the lien before the buyer can take full ownership. Coordinate with your lender to may support the payoff happens at the time of sale, and have the lender send the release of lien to PennDOT directly.
Can I use a bill of sale instead of signing the title?
No. The bill of sale documents the transaction, but the buyer still needs the title signed by the seller to transfer ownership at PennDOT. Both documents are necessary — the signed title is the legal transfer, and the bill of sale is the proof of the sale.
What if the buyer and I disagree on the sale price later?
A signed bill of sale showing the agreed price is your protection against this dispute. That is why it is important to write down the exact amount both parties agreed to and have both sign it. If there is a disagreement, the signed bill of sale is evidence of what was actually agreed.
Do I need to report the sale to PennDOT?
You should sign the back of the title to transfer ownership to the buyer. The buyer then takes the signed title to PennDOT to register the vehicle in their name. You do not file a separate form to report the sale, but signing the title is your official transfer of ownership.