What a Virginia bill of sale is and why you need one
A bill of sale is a written record that you sold a vehicle to someone else, or that someone sold one to you. In Virginia, it is not required by law to transfer ownership — the title document itself handles that — but a bill of sale protects both the buyer and seller by creating a paper trail of the transaction. It shows the sale price, the vehicle details, the date, and who owned it before and after.
You should create one whenever you buy or sell a used car, truck, or motorcycle in Virginia, even though the DMV does not demand it. If a dispute arises later — the buyer claims the engine failed when ready, the seller claims they were never paid — a signed bill of sale is your evidence of what was agreed to and when. It also protects you from liability if the buyer gets into an accident before the title transfer is complete.
Key Takeaways
- Virginia does not legally require a bill of sale, but one protects both buyer and seller by documenting the sale price, vehicle details, and date of transfer.
- You can use the DMV's official form (VSF 14) or write your own, as long as it includes the vehicle identification number, sale price, odometer reading, and signatures of both parties.
- The bill of sale does not transfer the title itself — you still need to file the title process with the DMV, which the buyer usually does within 10 days of purchase.
- Keep a copy for your records even after the sale is complete, because it protects you if questions arise about the transaction later.
Using Virginia's official bill of sale form
The Virginia Department of Motor Vehicles publishes an official form called VSF 14, which you can read from the DMV website or pick up at any DMV office. This form is straightforward and includes all the fields the state recognizes: the seller's name and address, the buyer's name and address, the vehicle identification number (VIN), the year and make, the odometer reading, the sale price, and the date of sale.
Both the seller and buyer must sign the form in front of a notary public. Virginia law does not require notarization for a bill of sale to be valid between the two parties, but notarizing it makes the document stronger if you ever need to prove it in court. Many banks and title companies will notarize for free or a small fee. Once signed and notarized, give a copy to the buyer and keep one for yourself.
Writing your own bill of sale if you prefer not to use the form
You do not have to use VSF 14. You can write a bill of sale on plain paper as long as it includes the essential information: the full names and addresses of both the seller and buyer, the vehicle's VIN, year, make, model, and color, the odometer reading at the time of sale, the sale price (or "as is" if no money changed hands), and the date of the transaction. Both parties must sign it.
A handwritten bill of sale is legally valid in Virginia, though typed is clearer. The key is that both the buyer and seller sign the same document and each keeps a copy. If you want to strengthen it, have both signatures notarized, but this is not required. The document does not need to be filed with the DMV — it is yours to keep as proof of the sale.
What information must be included
The bill of sale must identify the vehicle clearly enough that there is no confusion about which car changed hands. This means the VIN (the 17-character code on the dashboard and title), the year, make, model, and color. If the vehicle has distinctive features — a dent, a custom paint job, new tires — you can note those, but they are not required.
The sale price is essential. Write the actual amount paid, even if it was a gift or a trade-in (in which case you might write "gift" or "trade-in value of $X"). The odometer reading at the time of sale protects the buyer by documenting the mileage; this is especially important for used cars. Include the date of sale and the signatures of both parties. If either party is signing on behalf of a business or estate, note that relationship on the form.
The difference between a bill of sale and a title transfer
A bill of sale documents that a sale happened. A title transfer changes the legal owner in Virginia's DMV records. You need both, but they are separate steps. The bill of sale is between you and the other party; the title transfer involves the DMV.
In Virginia, the buyer is responsible for explore for a new title within 10 days of purchase. They take the signed bill of sale, the old title, and a completed title process (VSF 1) to the DMV in person or by mail. The DMV then issues a new title in the buyer's name. The bill of sale is the proof that the sale was legitimate; the new title is the official record of ownership. Without the bill of sale, the buyer cannot prove they own the car. Without the title transfer, the seller remains the legal owner in DMV records, which creates liability if the car is involved in an accident or crime.
Protecting yourself as a seller
As a seller, keep a copy of the signed bill of sale and note the date you handed over the keys. If the buyer does not transfer the title promptly and the car is involved in an accident or gets a parking ticket, you could be held responsible because the DMV still shows you as the owner. Some sellers take a photo of the buyer with the car and the signed bill of sale as additional proof of the transaction.
Do not release the title document to the buyer until they have signed the bill of sale. The title is what proves ownership, and you need the buyer's signature on the bill of sale before you give it up. Once the buyer has the title and bill of sale, they have everything they need to register the vehicle in their name. At that point, your obligation is complete.
What to do if you lose the bill of sale after the sale
If you signed a bill of sale but lost your copy, you can ask the other party for a duplicate. If they will not provide one or you cannot reach them, you can create a new one based on your records — the VIN, sale price, and date — and have both parties sign it again. This is less ideal than the original, but it is still valid.
If you never created a bill of sale and now need one, you can still write one after the fact, but both parties must agree to sign it. If the other party refuses or is unreachable, you have no written proof of the sale. This is why creating the bill of sale at the time of the transaction, not weeks or months later, is important.
Frequently Asked Questions
Does Virginia require a notarized bill of sale?
No. Virginia law does not require notarization for a bill of sale to be valid between the buyer and seller. However, notarizing it strengthens the document if you ever need to prove the sale in court. Many banks and title companies notarize for free or a small fee.
Can I sell a car without a bill of sale in Virginia?
Yes, Virginia does not legally require one. However, selling without a bill of sale leaves both you and the buyer without written proof of the transaction. If a dispute arises later, you have no documentation to support your version of events. Creating one takes minutes and protects you both.
What if the buyer does not transfer the title within 10 days?
You remain the legal owner in DMV records until the buyer completes the title transfer. If the car is involved in an accident, gets a ticket, or is used in a crime, you could be held liable. Keep your copy of the signed bill of sale as proof you sold it. You can also contact the DMV to request a release of liability form, which notifies them that you no longer own the vehicle.
Can I write a bill of sale on any piece of paper?
Yes. As long as it includes the required information — VIN, year, make, model, sale price, date, and signatures of both parties — any paper works. Typed is clearer than handwritten, but both are legally valid in Virginia.
What if I sold the car to a family member as a gift?
Write the bill of sale the same way, but put "gift" or "$0" in the sale price field. Both parties still sign it. This documents that the transfer was intentional and creates a record of when the ownership changed hands, which protects both of you.