What a Washington bill of sale is and why you need one

A Washington vehicle 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, when the transfer happened, and how much was paid. Washington State does not legally require a bill of sale to transfer a vehicle title, but the Department of Licensing strongly recommends one because it protects both parties if a dispute arises later.

The bill of sale serves as proof that you sold the vehicle and received payment, or that you bought it and paid the agreed amount. Without it, you have no documented record of the transaction. If the new owner gets into an accident, receives a traffic ticket, or the vehicle is involved in a crime before the title transfer is complete, you could be held responsible if you cannot prove you no longer owned it. A bill of sale is your protection against that liability.

Key Takeaways

  • Washington does not require a bill of sale by law, but the Department of Licensing recommends one to protect both buyer and seller from liability disputes.
  • You can use the official Washington Department of Licensing form (Form 202) or write your own bill of sale as long as it includes the vehicle identification number, sale price, date, and signatures of both parties.
  • Both the buyer and seller should keep a signed copy for their records before the title transfer is submitted to the Department of Licensing.
  • A bill of sale does not transfer the title itself—you must still submit the signed title document and other required paperwork to the Department of Licensing to complete the legal transfer.

The official Washington Department of Licensing bill of sale form

The Department of Licensing provides Form 202, which is the standard bill of sale template for Washington vehicle sales. You can read it from the Department of Licensing website or pick up a copy at any licensing office. The form is free and designed to include all the information the state needs to see documented.

Form 202 requires the seller's name and address, the buyer's name and address, the vehicle identification number (VIN), the year and make of the vehicle, the odometer reading, the sale price, the date of sale, and the signatures of both the buyer and seller. Some sections ask whether the sale included a warranty or whether the vehicle is being sold as-is. Fill in every field that applies to your transaction, even if you think a field does not matter—the form is designed to prevent misunderstandings later.

If you use Form 202, you do not need to create your own bill of sale. However, you are not required to use the official form; Washington allows a private bill of sale as long as it contains the essential information.

What information must be included in a bill of sale

Whether you use Form 202 or write your own bill of sale, certain information must be present. The vehicle identification number (VIN) is the most critical piece—it uniquely identifies the vehicle and prevents confusion if either party owns multiple cars. The year, make, and model should also be listed. Include the odometer reading at the time of sale, because this documents the vehicle's mileage history and can reveal if the odometer has been tampered with later.

Both the seller's full name and address and the buyer's full name and address must appear on the bill of sale. Write the sale price in both numbers and words (for example, "Five Thousand Dollars ($5,000)") to prevent disputes over the amount. Include the date the sale occurred. At the bottom, both the buyer and the seller must sign and print their names. If either party is a business or organization rather than an individual, the authorized representative must sign on behalf of that entity.

You may also note whether the sale includes any warranty, whether the vehicle is sold as-is, and whether there are any known mechanical issues. These details are not required, but they can prevent misunderstandings and protect the seller from claims that the buyer was not told about a problem.

How to complete and sign the bill of sale

Fill out the bill of sale completely before either party signs. Use black or blue ink and print clearly so that all information is legible. Do not leave blank lines or spaces—if a field does not explore, write "N/A" or draw a line through it so no one can add information later. Both the buyer and seller must sign the document in front of each other if possible, though Washington does not require a notary public to witness the signatures.

Make at least three copies: one for the seller, one for the buyer, and one to keep with the title paperwork when it is submitted to the Department of Licensing. If you are financing the vehicle through a lender, the lender may also request a copy. Sign and date all copies so that each party has an identical, fully executed version.

When to use the bill of sale in the title transfer process

The bill of sale is a separate document from the title itself. After both parties sign the bill of sale, the seller must sign the back of the vehicle title (the official Department of Licensing certificate of ownership) and provide it to the buyer. The buyer then takes both the signed title and the bill of sale to the Department of Licensing, along with other required documents such as proof of a safety inspection and proof of insurance, to complete the legal transfer.

The Department of Licensing will not process a title transfer without the signed title document itself. The bill of sale is supporting documentation that proves the transaction occurred and protects both parties, but it does not replace the title. Submit the bill of sale along with the title process so that the Department of Licensing has a complete record of the sale.

Private sales versus dealer sales

If you are buying or selling a vehicle from a private individual rather than a dealership, a bill of sale is especially important because there is no business record of the transaction. Dealerships keep their own sales records and provide buyers with documentation, but a private seller has no such system. A bill of sale creates that record for you.

If you are buying from or selling to a dealership, the dealership will provide its own sales paperwork. You should still ask for a copy of any bill of sale or sales agreement the dealership creates, and keep it with your title documents. Dealerships are required to follow state and federal regulations, but having your own copy protects you if questions arise later.

What happens if you do not have a bill of sale

Washington does not void a title transfer if no bill of sale exists, but the absence of one creates risk for both parties. Without a bill of sale, the seller has no proof that the vehicle was sold and no record of the sale price. If the new owner is involved in an accident or crime before the title is transferred, the seller may still be listed as the owner and could face liability. The buyer has no proof of the purchase price, which can complicate insurance claims or disputes with the seller about the vehicle's condition.

If a dispute arises—for example, the buyer claims the seller promised repairs that were never made, or the seller claims the buyer never paid the full amount—a bill of sale is the only written evidence of what was agreed. Without it, it becomes a he-said-she-said situation with no documentation to support either side.

Frequently Asked Questions

Do I need to get the bill of sale notarized in Washington?

No, Washington does not require a notary public to witness or notarize a vehicle bill of sale. Both parties straightforward need to sign the document in front of each other. However, having it notarized adds an extra layer of proof that the signatures are genuine, which can be useful if a dispute arises later. Notarization is optional but not required.

Can I write my own bill of sale instead of using Form 202?

Yes. Washington allows a handwritten or typed bill of sale as long as it includes the VIN, vehicle year and make, sale price, date, and signatures of both buyer and seller. Form 202 is the standard template and includes all necessary fields, but a private bill of sale that contains the same information is legally acceptable.

What if I lose my copy of the bill of sale after the sale?

If you kept a copy with the title paperwork when you submitted it to the Department of Licensing, the state has a record of the transaction. If you did not submit a copy and have lost your personal copy, contact the other party and ask for theirs. If neither party has a copy, you will have difficulty proving the terms of the sale if a dispute arises, but the title transfer itself will still be valid if it was completed properly.

Does the bill of sale transfer the title, or do I need to do something else?

The bill of sale documents the sale but does not transfer the title. The seller must sign the back of the official title certificate, and the buyer must submit that signed title along with the bill of sale and other required documents to the Department of Licensing. The title transfer is what makes the buyer the legal owner; the bill of sale is the proof that the sale occurred.

What if the buyer and seller disagree on the sale price after signing?

Once both parties have signed the bill of sale, the price stated on that document is the agreed amount. If a dispute arises, the bill of sale is the evidence of what was agreed. This is why it is important to make sure the price is correct and written clearly before signing. If either party wants to change the price after signing, both must agree and sign a new bill of sale or an amendment.