What a Virginia bill of sale is and when you need one

A Virginia bill of sale is a written record that you and the buyer (or seller) sign to document the transfer of a vehicle. It shows who owned the car, who owns it now, the sale price, the vehicle identification number (VIN), and the date of the transaction. Virginia does not legally require a bill of sale to transfer a car title, but having one protects both parties by creating proof of the sale and the agreed-upon price.

You need a bill of sale when you are selling a car privately — not through a dealer. If you are buying from a private seller, you should ask for one even if the seller does not offer it first. The bill of sale becomes your record of purchase and can help if a dispute arises later about the condition of the car, the price paid, or who owned it on a specific date.

Key Takeaways

  • Virginia does not require a bill of sale by law, but it protects both buyer and seller by documenting the sale price, vehicle details, and date of transfer.
  • The bill of sale should include the VIN, odometer reading, sale price, names and signatures of both parties, and the date of sale.
  • You can use a template from the Virginia Department of Motor Vehicles website or create your own document with the required information.
  • Both the buyer and seller should keep a signed copy for their records, separate from the title transfer paperwork.

What information to include on a Virginia bill of sale

The bill of sale must contain the vehicle identification number (VIN), which appears on the dashboard and on the title document. Include the year, make, model, and color of the car so there is no confusion about which vehicle is being sold. Write down the odometer reading at the time of sale — this is the number of miles shown on the dashboard.

Add the sale price in words and numbers (for example, "One Thousand Five Hundred Dollars ($1,500.00"). Include the full legal names and addresses of both the seller and the buyer. Both parties must sign and date the document. If the car has a lien (meaning a lender still owns part of it), note that on the bill of sale as well.

Some sellers also note the condition of the vehicle — whether it is sold "as-is" or with any warranties. This protects the seller from later claims that the car was supposed to be in better condition. You can also note any known mechanical issues or damage.

Where to find a Virginia bill of sale template

The Virginia Department of Motor Vehicles does not publish an official bill of sale form, but you can find templates online through the DMV website or through legal document services. Many templates are free and cover the standard information needed in Virginia.

You can also write your own bill of sale on plain paper as long as it includes all the required information: VIN, vehicle details, odometer reading, sale price, names and addresses of both parties, signatures, and date. Handwritten bills of sale are legally valid in Virginia as long as both parties sign them.

How to sign and execute the bill of sale

Both the buyer and the seller must sign the bill of sale in front of each other. You do not need a notary public to make it valid in Virginia, though having it notarized adds an extra layer of proof that both parties signed it willingly. If you choose to have it notarized, take the unsigned document and both parties' identification to a notary public, who will watch you both sign and then add their seal and signature.

Make at least two copies — one for the seller and one for the buyer. Each party should keep their copy in a safe place. The buyer will need their copy when they go to the DMV to transfer the title into their name. The seller should keep their copy as proof that they no longer own the vehicle, in case questions arise later.

How the bill of sale relates to the title transfer

The bill of sale and the title are two separate documents. The bill of sale proves the sale happened and at what price. The title is the legal ownership document issued by the Virginia DMV. After you sign the bill of sale, the seller must sign the back of the title certificate (or complete the assignment section) to transfer ownership to the buyer.

The buyer then takes both the signed bill of sale and the signed title to the Virginia DMV to register the vehicle in their name. The DMV will issue a new title certificate showing the buyer as the owner. The bill of sale is not filed with the DMV — it stays with the buyer and seller as a private record of the transaction.

What to do if you lose the bill of sale

If you have already transferred the title and later lose your copy of the bill of sale, you can ask the other party for another signed copy. If they will not provide one, you still have the title in your name, which is the official proof of ownership. The bill of sale is a supporting document, not the primary ownership record.

If you are the buyer and you lost the bill of sale before transferring the title, ask the seller for a replacement copy. If the seller refuses or is unavailable, you can still transfer the title using the original title document alone, though having the bill of sale makes the transaction clearer and protects you if the seller later claims they did not sell the car.

Common mistakes to avoid when writing a bill of sale

Do not leave the sale price blank or write it in a way that is unclear — write it both in numbers and in words. Do not forget the VIN or odometer reading, as these tie the bill of sale to a specific vehicle and prevent confusion if the seller owns multiple cars. Do not sign the document unless both parties are present and agree to the terms.

Do not assume the bill of sale replaces the title transfer. You still need to complete the title assignment and submit it to the DMV. Do not keep only one copy — both parties need a signed original or certified copy for their records. If you are selling a car with a lien, do not forget to note it on the bill of sale and explain how the lien will be paid off (usually by the buyer at closing or by the seller from the sale proceeds).

Frequently Asked Questions

Does Virginia require a bill of sale for a private car sale?

No, Virginia law does not require a bill of sale. However, it is strongly recommended because it creates a written record of the sale, the price, and the vehicle details. Both the buyer and seller benefit from having this documentation.

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

No. The bill of sale documents the sale, but the title transfer is what legally changes ownership. You must complete both: sign the bill of sale and then have the seller sign the back of the title certificate so you can register the vehicle in your name at the DMV.

What if the seller will not sign a bill of sale?

You can still buy the car and transfer the title without a bill of sale, but you lose the written proof of the sale price and date. If a problem arises later — such as a dispute about whether the car was sold or what was promised — you will have no documentation to support your position. It is better to walk away or insist on a bill of sale before handing over money.

Do I need to get the bill of sale notarized?

No, notarization is not required in Virginia. A bill of sale signed by both parties is legally valid without a notary. However, notarizing it adds proof that both parties signed it willingly and can be helpful if a dispute occurs later.

What happens to the bill of sale after I transfer the title?

You keep it. The bill of sale is not filed with the DMV — it remains a private record between the buyer and seller. Keep your copy in a safe place as proof of the transaction. The DMV only needs the signed title certificate to complete the ownership transfer.