A Virginia bill of sale is a written record that you and the buyer (or seller) sign to document the sale of a vehicle
Virginia law does not require a bill of sale to transfer a car title, but creating one protects both you and the other person by proving the sale happened, who owned it before, what was paid, and when the transfer took place. The bill of sale becomes your proof of the transaction if a dispute arises later—for example, if the buyer claims they never received the car, or if the seller tries to say they still own it. Without one, you have no written evidence of what was agreed.
The state does require the title certificate to be signed and submitted to the Department of Motor Vehicles to officially transfer ownership. The bill of sale is separate from the title and serves as your backup documentation. Many people create both documents at the same time.
Key Takeaways
- Virginia does not legally require a bill of sale, but one protects both buyer and seller by documenting the sale price, date, and vehicle details in writing.
- A bill of sale should include the vehicle identification number (VIN), odometer reading, sale price, names and addresses of both parties, and signatures from both buyer and seller.
- The bill of sale is separate from the title certificate and does not transfer ownership by itself—the title must still be signed and submitted to the Virginia DMV.
- You can write a bill of sale yourself on plain paper, use a template from the Virginia DMV website, or have a notary public witness the signatures for added legal weight.
What information must go on a Virginia bill of sale
The bill of sale should include the vehicle's full VIN (vehicle identification number), the make, model, and year, and the current odometer reading. Write down the exact sale price in both numbers and words to avoid confusion. Include the full names, addresses, and phone numbers of both the seller and the buyer.
Add the date of the sale and have both parties sign and print their names. If the car is being sold "as-is," you can note that on the document. Some people also include the condition of the vehicle (for example, "runs well" or "needs transmission work") so there is no later disagreement about what was promised.
Virginia does not have a single official bill of sale form that you must use. The DMV website offers a sample template you can read and fill in, but a handwritten bill of sale on plain paper is equally valid as long as it contains the key information and both parties sign it.
How to create and sign the bill of sale
Write or type the bill of sale with all the information listed above. Make at least two copies—one for the seller and one for the buyer. Both parties should sign and date each copy in front of each other. You do not need a notary public to make the bill of sale legal in Virginia, but having a notary witness the signatures adds a layer of proof that the signatures are genuine, which can be useful if a dispute ends up in court.
Keep your copy of the signed bill of sale in a safe place. The buyer should do the same. If you are the seller, hold onto your copy until the title transfer is complete and the new owner has registered the vehicle with the DMV. If you are the buyer, keep your copy with your vehicle records and insurance documents.
The difference between a bill of sale and a title transfer
The bill of sale documents the sale itself—the agreement between buyer and seller. The title certificate is the official state document that proves who owns the vehicle. In Virginia, the title must be signed by the current owner and submitted to the DMV along with an process for title transfer before ownership legally changes hands.
You can have a bill of sale without ever transferring the title, but that means the seller still appears as the owner on state records. The buyer would not be able to register the car or legally drive it. Both documents are needed to complete a full transfer: the bill of sale proves the sale happened, and the signed title submitted to the DMV makes the buyer the legal owner.
When a bill of sale protects you from liability
If you sell a car and the buyer later gets into an accident or receives a traffic ticket, the police and courts will look at the title to see who owns the vehicle. If your name is still on the title because the buyer never submitted the transfer paperwork to the DMV, you could be held responsible. A signed bill of sale proves you sold the car on a specific date and is strong evidence that you are no longer the owner, even if the title paperwork was delayed.
Similarly, if you buy a car and the seller later claims they never received payment or tries to repossess it, your signed bill of sale showing the sale price and date is your proof that the transaction was complete. This is especially important if you paid in cash and have no bank record of the payment.
Using a notary to strengthen your bill of sale
A notary public can witness the signatures on your bill of sale and add an official stamp and seal. This does not change the legal effect of the document in Virginia, but it does create a certified record that both parties were present and signed willingly. If a dispute goes to court, a notarized bill of sale carries more weight because a third party has verified the signatures.
You can find notaries at banks, law offices, UPS stores, and some libraries. There is usually a small fee, typically between five and fifteen dollars. If you want to notarize the bill of sale, both the buyer and seller should be present with a photo ID so the notary can verify their identity before witnessing the signatures.
What happens after you sign the bill of sale
Once both parties have signed the bill of sale, the buyer should take the signed title certificate and the bill of sale to the Virginia DMV to register the vehicle in their name. The DMV will process the title transfer and issue a new certificate showing the buyer as the owner. This step is what makes the transfer official in the eyes of the state.
The seller should keep a copy of the signed bill of sale as proof that they no longer own the vehicle. If the buyer does not submit the title transfer right away, the seller's copy of the bill of sale—especially if it is notarized—can protect them if questions arise about who owned the car at a particular time.
Frequently Asked Questions
Is a bill of sale required in Virginia?
No, Virginia law does not require a bill of sale to sell a car. However, creating one is strongly recommended because it documents the sale in writing and protects both buyer and seller if a dispute arises later. The title certificate must still be signed and submitted to the DMV to transfer ownership.
Can I write a bill of sale by hand?
Yes. A handwritten bill of sale is legal in Virginia as long as it includes the VIN, sale price, date, and signatures from both parties. You do not need to use an official form or have it typed. Many people write bills of sale on plain notebook paper.
What if the buyer does not submit the title transfer to the DMV?
If the title is not transferred, your name will remain on the registration. Your signed bill of sale proves you sold the car and are no longer responsible for it, but you should follow up with the buyer to make sure the transfer is completed. If the buyer gets a ticket or is in an accident, you could face liability until the title is officially transferred.
Do I need a notary for the bill of sale to be valid?
No, a notary is not required for a bill of sale to be legal in Virginia. However, having a notary witness the signatures adds official verification that both parties signed willingly and can be helpful if the document is ever challenged in court.
Should I keep the bill of sale after the sale is complete?
Yes. Keep your copy of the signed bill of sale with your vehicle records indefinitely. It proves the date and terms of the sale and protects you if questions arise about ownership or the condition of the car at the time of transfer.