A Virginia bill of sale is a written record that you and the buyer (or seller) both sign to document the transfer of a vehicle
Virginia does not require a bill of sale by law, but the state's Department of Motor Vehicles strongly recommends one. The bill of sale protects both parties by creating a dated record of who owned the vehicle, what was paid for it, and the vehicle's condition at the time of sale. Without one, disputes over the sale terms or vehicle condition become harder to resolve.
You can use a straightforward form or write your own, as long as it includes the essential details. The bill of sale itself does not transfer the title — that happens when you submit the signed title certificate to DMV — but it serves as proof that a sale took place and establishes the terms both parties agreed to.
Key Takeaways
- Virginia does not legally require a bill of sale, but DMV recommends one as protection for both buyer and seller.
- The bill of sale must include the vehicle identification number (VIN), sale price, date of sale, and signatures from both parties.
- You can read a free form from the Virginia DMV website or write your own as long as it contains all required information.
- The bill of sale is separate from the title transfer and does not need to be filed with DMV, but you should keep a copy for your records.
What information must go on a Virginia bill of sale
The bill of sale should include the vehicle identification number (VIN), make, model, and year of the vehicle. It must also show the sale price, the date of the sale, and the full names and addresses of both the seller and the buyer. Both parties must sign and date the document.
You can add the odometer reading at the time of sale, the vehicle's condition (for example, whether it runs, has damage, or needs repairs), and any warranties or "as-is" language. If the buyer is assuming an existing loan, note that on the bill of sale as well. These details protect both parties if questions arise later about what was promised or what condition the vehicle was in.
Where to find a Virginia bill of sale form
The Virginia Department of Motor Vehicles does not provide an official bill of sale form on its website. However, you can read a template from legal document websites, use a form from your bank or credit union if you financed the vehicle there, or write your own on plain paper.
If you write your own, make sure it includes all the information listed above and is signed and dated by both parties. Some sellers and buyers prefer to use a notarized bill of sale, which adds a layer of verification, though Virginia does not require notarization. A notary public can witness your signatures for a small fee, usually $5 to $15.
How a bill of sale differs from the title transfer
The bill of sale documents the sale itself — the agreement between buyer and seller about price and condition. The title certificate is the legal document that shows ownership of the vehicle. When you sell a car in Virginia, you sign the back of the title certificate to transfer ownership to the buyer, and the buyer submits that signed title to DMV to register the vehicle in their name.
The bill of sale and the title serve different purposes. The bill of sale is your record of the transaction; the title is the state's record of who owns the vehicle. You do not file the bill of sale with DMV, but you should keep a copy for your records in case a dispute arises later.
When to use a bill of sale in Virginia
Use a bill of sale whenever you sell a vehicle to another person, whether the sale is between private parties or involves a dealer. If you are buying a used car from a private seller, ask them for a bill of sale before you hand over money. If you are selling, create one before the buyer takes possession of the vehicle.
A bill of sale is especially important if the vehicle has a loan against it, if you are selling "as-is" without any warranty, or if the buyer is paying in cash and you want a clear record of the transaction. It also protects you if the buyer later claims the vehicle had problems you did not disclose or if there is any question about the sale price or terms.
What happens after both parties sign
Once you and the buyer have both signed the bill of sale, each party should keep a copy. The buyer will then take the signed title certificate, the bill of sale, and proof of insurance to a DMV office to register the vehicle in their name. The seller's responsibility ends once the title is signed over and the buyer has taken possession.
If you are the seller, keep your copy of the bill of sale and the receipt showing the buyer paid you. This protects you if the buyer later claims they never received the vehicle or disputes the sale price. If you are the buyer, keep your copy along with the title and bill of sale until you sell the vehicle yourself.
Frequently Asked Questions
Do I need a notary to sign a bill of sale in Virginia?
No, Virginia does not require notarization of a bill of sale. Both parties can sign in front of each other without a notary present. However, having a notary witness the signatures adds an extra layer of proof that both parties signed willingly, which can be useful if a dispute arises later.
What if the seller will not give me a bill of sale?
You can write one yourself and ask the seller to sign it. If the seller refuses to sign any bill of sale, that is a red flag — it suggests they may not be the legal owner or may be hiding something about the vehicle's history. Do not complete the purchase without a bill of sale from a private seller.
Can I use a bill of sale from another state?
Yes, as long as it contains all the required information (VIN, sale price, date, and signatures from both parties). Virginia does not have a specific form requirement, so a bill of sale from any state will work. However, using a Virginia-specific form is clearer and avoids confusion.
Is a bill of sale the same as a title?
No. A bill of sale is a record of the sale transaction; a title is the legal ownership document. The title is what you submit to DMV to register the vehicle. You need both — the bill of sale as your proof of the sale, and the signed title to transfer ownership to the new owner.