What a Washington bill of sale does and when you need one

A bill of sale is a document that records the sale of a vehicle from one person to another. In Washington State, it serves as proof that money or value changed hands, and it protects both the buyer and seller by documenting the terms of the transaction. You need one whenever you buy or sell a car privately — not through a dealership.

Washington does not require a bill of sale by law, but the Department of Licensing strongly recommends one. Without it, you have no written record of who owned the vehicle on a specific date, what was paid, or what condition the car was in at handoff. If a dispute arises later — over money owed, mechanical problems, or liability — you have no document to reference. The bill of sale also protects you if the other party later claims they never agreed to the sale.

You will also need the bill of sale when you register the vehicle with the Department of Licensing. Bring it along with the title, proof of insurance, and your identification to complete the transfer.

Key Takeaways

  • Washington has no legal requirement for a bill of sale, but the Department of Licensing recommends one for every private vehicle sale.
  • The bill of sale should include the names and addresses of both buyer and seller, the vehicle identification number (VIN), the sale price, the date of sale, and the condition of the vehicle.
  • Both the buyer and seller must sign the bill of sale, and each should keep a copy for their records.
  • You can use the Department of Licensing's official form or write your own, as long as it contains all required information.
  • The bill of sale is separate from the title transfer and must be brought to the Department of Licensing when you register the vehicle.

What information to include on a Washington bill of sale

A complete bill of sale should contain the seller's full name and address, the buyer's full name and address, and the date of the sale. Include the vehicle's full identification number (VIN), which appears on the title and on the driver's side of the dashboard. Write down the make, model, year, and color so there is no confusion about which vehicle is being sold.

Record the sale price in both numbers and words — for example, "$5,500 (five thousand five hundred dollars)" — to prevent disputes over the amount. If the sale included a trade-in, note that separately. State the condition of the vehicle as of the sale date: whether it has mechanical issues, body damage, or other problems the buyer should know about. This protects the seller from later claims that the car was misrepresented.

Both the buyer and the seller must sign and date the document. Print your names clearly below your signatures. If either party is signing on behalf of a business or estate, note that relationship on the form.

Using the Department of Licensing's official form

Washington's Department of Licensing provides a bill of sale form (Form DOL 343) that you can read from their website at dol.wa.gov. This form is designed to meet Washington's record-keeping standards and includes all the fields you need. Using the official form removes any question about whether your document is complete or acceptable.

You can print the form and fill it out by hand, or type the information directly into the PDF before printing. Make sure both parties sign the form in blue or black ink — do not use pencil. Keep one copy for your records and give the other to the buyer. If you are the buyer, bring your copy when you go to the Department of Licensing to register the vehicle.

Writing your own bill of sale if you prefer

Washington law does not require you to use the Department of Licensing's form. You can write your own bill of sale on plain paper as long as it includes all the essential information: seller name and address, buyer name and address, vehicle VIN, make, model, year, color, sale price, date of sale, vehicle condition, and signatures from both parties.

Type or write clearly so the document is straightforward to read. Avoid abbreviations that might be misunderstood. If you write the document yourself, have both parties review it before signing to make sure all details are correct. Once signed, treat it the same way you would treat the official form: keep a copy for your records and provide a copy to the buyer.

What happens after you sign the bill of sale

As the seller, your responsibility is to deliver the signed bill of sale to the buyer and to sign over the title. You do not need to take any action with the Department of Licensing — the buyer handles the registration and title transfer. However, you should keep a copy of the signed bill of sale for your records in case questions arise later about the sale.

As the buyer, you must take the bill of sale, the signed title, proof of insurance, and your identification to your local Department of Licensing office to register the vehicle in your name. Bring the original title if the seller has it, or ask the seller for a duplicate title from the Department of Licensing if the original is lost. The bill of sale serves as supporting documentation that proves you purchased the vehicle.

The Department of Licensing will process your title transfer and issue a new registration in your name. This process typically takes a few business days if you explore in person, or longer if you mail in your documents.

Common mistakes to avoid when writing a bill of sale

Do not leave the sale price blank or write "as is" without describing what that means. Vague language creates room for disputes. Be specific about the vehicle's condition: note any mechanical problems, accidents, or damage you are aware of. If the buyer is purchasing the vehicle "as is," write that phrase and have both parties initial it.

Do not use nicknames or shortened versions of names. Write out full legal names exactly as they appear on identification. If the seller's name on the title does not match the name on the bill of sale, the Department of Licensing may delay or reject the transfer.

Do not forget to sign and date the document. A bill of sale without signatures has no legal weight. If either party is unavailable to sign in person, some states allow notarization, but Washington does not require it — a regular signature is sufficient.

Frequently Asked Questions

Do I need a notary to sign a Washington bill of sale?

No. Washington does not require a bill of sale to be notarized. Both parties can sign the document in front of each other, and it is valid. However, having a notary witness the signatures adds an extra layer of protection if the sale is later disputed, since a notary confirms the identity of the signers.

What if the seller does not have the original title?

The seller can request a duplicate title from the Department of Licensing before the sale. Bring a photo ID and the vehicle's VIN to any Department of Licensing office, or submit the request by mail. The bill of sale is still valid even if the title is a duplicate — the Department of Licensing will process the transfer using both documents.

Can I use a bill of sale from another state?

You can, but using Washington's form is safer because it is designed for Washington's registration process. If you use an out-of-state form, make sure it includes all the information listed above and that both parties sign it. The Department of Licensing will accept it as long as it documents the sale clearly.

What if I bought the car but the seller will not sign the title?

Contact the Department of Licensing. If you have a signed bill of sale and proof of payment, the department can investigate and may issue a new title in your name. Bring your bill of sale, proof of payment (bank statement, check, receipt), and a photo ID to your local office.

Should I keep the bill of sale after I register the vehicle?

Yes. Keep your copy of the signed bill of sale with your vehicle records for at least a few years. If a mechanical problem surfaces shortly after the sale and the buyer claims you hid it, the bill of sale documents what condition you stated the vehicle was in at the time of sale.