A bill of sale is a written record that you sold or bought a car, signed by both the seller and buyer
A bill of sale is a document that proves ownership changed hands. It shows the seller received money (or trade value) and the buyer received the vehicle. The form itself is straightforward — usually one page, sometimes less — and contains basic information about the car, the people involved, and the date of the sale. Most states do not require a bill of sale by law, but having one protects both parties if questions arise later about who owned the car on a specific date.
What a bill of sale looks like varies by state. Some states provide an official form; others do not. You can write one yourself on plain paper, use a template from your state's DMV website, or buy a pre-printed form from an office supply store. The key is that it must be signed by both the seller and the buyer, and it should be dated.
Key Takeaways
- A bill of sale is a signed document showing the seller received payment and the buyer received the vehicle, and it protects both parties if ownership is later questioned.
- Most states do not legally require a bill of sale, but many states ask you to bring one when you register the car or transfer the title.
- Your state's DMV website often has a free official form, or you can write one yourself using a basic template that includes the car's details, the sale price, and both signatures.
- Keep a copy for your records even after the title transfer is complete, because it proves when you bought or sold the vehicle.
What information goes on a bill of sale
A bill of sale should include the vehicle identification number (VIN), the year, make, and model of the car, and the odometer reading on the day of sale. It should also show the sale price or the phrase "trade-in" if the car was traded for another vehicle. Some forms ask for the condition of the car (as-is, with warranty, etc.), though this is optional in most states.
Both the seller's and buyer's names, addresses, and phone numbers should appear on the form. The seller should sign and date it, and the buyer should sign and date it as well. Some states ask for the signature of a notary public, but most do not — check your state's DMV website to see if notarization is required where you live.
If the car has a lien (meaning a lender still owns part of it), the bill of sale should note the lender's name. This tells the buyer that the seller does not have full ownership yet and cannot transfer a clean title until the loan is paid off.
Where to find a bill of sale form for your state
Start with your state's DMV website. Most states publish a free bill of sale form that you can read and print. Search "[your state] DMV bill of sale" to find it quickly. If your state does not have an official form, you can use a generic template — many are available free online, and they all contain the same basic fields.
Office supply stores like Staples sell pre-printed bill of sale pads for a few dollars. These are already formatted and numbered, which can be helpful if you sell cars regularly. You can also write one yourself on plain paper, as long as it includes the required information and both signatures.
Some states have specific language they prefer. For example, a few states ask you to write "sold as-is" or to list any known defects. Check your state's DMV website or call their customer service line to see if there are any special requirements before you print or write your form.
How a bill of sale differs from a title
A bill of sale is a receipt — it proves money changed hands and ownership transferred. A title is a government document that shows who legally owns the car. The title is issued by your state's DMV and has your name printed on it by the state.
When you buy a car, you need both. The seller gives you the bill of sale (proof of the transaction), and you use that bill of sale to explore for a new title in your name at the DMV. The title is what you keep in your glove box; the bill of sale is what you file away for your records.
If you sell a car, you sign the back of the title to transfer ownership to the buyer, and you also give them a bill of sale. The buyer then takes both documents to the DMV to register the car in their name.
When you need to bring a bill of sale to the DMV
Most states ask you to bring a bill of sale when you register a car you just bought. You will need it along with the signed title, proof of insurance, and a completed registration form. The DMV uses the bill of sale to confirm the sale price and the date of purchase.
If you are buying a car from a private seller (not a dealership), the bill of sale is especially important because it is your only written proof of the transaction. Dealerships provide their own paperwork, but private sales rely on the bill of sale to document the deal.
Some states also ask for a bill of sale if you are transferring a title to a family member or trading in a car. Check your state's DMV website or call ahead to confirm what documents you need to bring.
What happens if you lose your bill of sale
If you have already registered the car and received a title in your name, losing the bill of sale is not a legal problem — the title is your proof of ownership. However, if you need to prove when you bought the car (for insurance, tax, or warranty purposes), a copy of the bill of sale is helpful.
If you lost the bill of sale before registering the car, you can write a new one and have both the seller and buyer sign it again, as long as you both remember the sale price and date. Some states allow you to register without a bill of sale if you have the signed title, but it is better to have one.
If the seller refuses to sign a bill of sale or has already sold the car to someone else, contact your state's DMV or a local legal aid office for guidance on how to proceed.
Sample bill of sale layout
Here is what a basic bill of sale looks like when filled out:
| Field | Example |
| Date of sale | March 15, 2024 |
| Seller name and address | John Smith, 123 Oak Street, Springfield, IL 62701 |
| Buyer name and address | Maria Garcia, 456 Elm Avenue, Springfield, IL 62702 |
| Vehicle year, make, model | 2018 Honda Civic |
| VIN | 2HGCV52648H123456 |
| Odometer reading | 87,432 miles |
| Sale price | $12,500 |
| Condition | As-is, no warranty |
| Seller signature | John Smith (signed) |
| Buyer signature | Maria Garcia (signed) |
The form does not need to be fancy or official-looking. As long as it contains this information and both parties have signed and dated it, it serves its purpose.
Frequently Asked Questions
Do I have to notarize a bill of sale?
Most states do not require notarization. However, a few states ask for it in certain situations — for example, if the car is being transferred to a business or if the sale price is above a certain amount. Check your state's DMV website or call their office to confirm whether notarization is required where you live.
Can I use a bill of sale if the car has a loan on it?
Yes, but you must note on the bill of sale that the car has a lien. Write the lender's name and the loan amount. The buyer should understand that they cannot receive a clean title until the loan is paid off. The seller is responsible for paying off the loan, usually from the sale proceeds.
What if the seller and I disagree on the sale price after we sign?
Once both parties have signed the bill of sale, the price is documented and difficult to change. If there is a dispute, the signed bill of sale is the legal record of what was agreed to. This is why it is important to make sure the price is correct before signing.
Do I need a bill of sale if I buy a car from a dealership?
Dealerships provide their own sales paperwork and contracts, which serve the same purpose as a bill of sale. You do not need a separate bill of sale when buying from a dealer, but you should keep their paperwork in your records.
Can I write a bill of sale on any piece of paper?
Yes. A bill of sale does not have to be on an official form. You can write one on plain notebook paper as long as it includes all the required information (vehicle details, sale price, date, and both signatures) and is signed by both the seller and buyer.