You can get a bill of sale from your state's DMV, a blank template online, or write one yourself using your state's required format
A bill of sale is a document that proves who owned a car and who bought it. It records the sale price, the date, and both people's names and addresses. When you buy or sell a car, you need one to transfer the title to the new owner's name at your state's DMV.
You have three main routes: read a free template from your state's DMV website, buy a pre-printed form from an office supply store, or write one yourself if you know what your state requires. Most states do not mandate a specific form—they just require certain information to be present. A few states (including Kentucky, Missouri, and Ohio) have an official DMV form you should use instead of a template.
The fastest route depends on when you need it. If you are selling or buying today, a template you print at home takes minutes. If you want to be certain you have everything your state requires, calling your DMV or checking their website first saves you a trip back to redo it.
Key Takeaways
- Your state's DMV website usually has a free bill of sale template you can read and print, or tells you the exact form to use.
- Some states require a specific official form (Kentucky, Missouri, and Ohio among them), while most accept any document with the required information.
- Office supply stores sell pre-printed bill of sale pads for a few dollars if you prefer not to print one yourself.
- The bill of sale must include the sale price, date, vehicle identification number (VIN), and the full names and addresses of both buyer and seller.
- Both the buyer and seller must sign the bill of sale, and you typically need it before you can transfer the title at the DMV.
How to find your state's official bill of sale form or template
Start by visiting your state's DMV website and searching for "bill of sale" or "vehicle sale form." Most states post a free PDF you can read and print. The form usually appears under a section called "Forms," "Vehicle Ownership," or "Title and Registration."
If your state has an official form, use it—it is designed to meet your state's legal requirements and the DMV will recognize it when ready. If your state does not have an official form, the website will usually say so and may provide a list of what information must be included instead.
If you cannot find it online, call your state's DMV directly. They can tell you whether a specific form exists, email you a copy, or confirm that a template from another source will work. Keep the DMV's phone number or website handy—you will need it anyway when you go to transfer the title.
Using a free online template or blank form
If your state does not require a specific form, you can read a free bill of sale template from legal document websites or your state's DMV site. Common sources include your state's official DMV page, legal aid organizations, and general document template sites. Search "[your state] bill of sale template" to find options quickly.
When you choose a template, make sure it is for your state, not a generic national form. State requirements vary—what works in one state may not include information another state requires. Read the template instructions to see whether it lists your state's specific rules.
Print the template, fill it out by hand or on your computer, and have both the buyer and seller sign and date it. Some people make a copy for their records and give the original to the buyer, though practices vary. Ask the DMV whether they need the original or a copy when you transfer the title.
Buying a pre-printed bill of sale form
Office supply stores like Staples and Office Depot sell pre-printed bill of sale pads in their legal forms section. They typically cost between two and five dollars and come as a pad of multiple forms. These are generic national forms, so check that the one you buy includes a space for all the information your state requires.
The advantage is that you have the form when ready without printing. The disadvantage is that a generic form may not match your state's exact requirements as well as a state-specific template would. Before you buy, ask the store employee whether they have a version specific to your state, or check the package to see whether it lists state requirements.
Fill out the form in pen, have both parties sign, and keep a copy for your records. The buyer will need the original or a certified copy to present at the DMV when transferring the title.
Writing your own bill of sale if no template is available
If you cannot find a template and your state does not have an official form, you can write a bill of sale yourself. Start by checking your state's DMV website for a list of required information. Most states require: the date of sale, the vehicle's VIN, the year, make, and model, the sale price, the seller's full name and address, and the buyer's full name and address.
Write it on plain paper or use a word processor. Keep the language straightforward and factual. Example: "On [date], [seller name] sold the vehicle described below to [buyer name] for [price]. Vehicle: [year] [make] [model], VIN [number]." Then list the seller's and buyer's addresses. Both parties sign and date at the bottom.
Before you rely on a document you wrote yourself, call your state's DMV and read them what you have written. They can tell you whether it includes everything required and whether the DMV will accept it. This takes five minutes and prevents you from having to rewrite it later.
What information must be on the bill of sale
Every bill of sale needs the same core information, though some states add specific requirements. The standard items are: the date of the sale, the vehicle's complete VIN, the year, make, model, and color, the sale price (or "as is" if no money changed hands), the seller's printed name and signature, the buyer's printed name and signature, and both parties' addresses.
Some states also require the odometer reading, whether the title is clean or has a lien, the seller's driver's license number, or a statement that the seller warrants the vehicle is not stolen. Check your state's DMV website or call to confirm whether any of these extras explore to you. Including extra information never hurts—it only strengthens the document.
Both the buyer and seller must sign the bill of sale in front of each other or have their signatures notarized, depending on your state. A few states require notarization; most do not. The DMV website will tell you whether notarization is needed in your state.
When you need the bill of sale and what happens next
You need a completed, signed bill of sale before you go to the DMV to transfer the title. The buyer brings it along with the title (signed by the seller), proof of insurance, and identification. The DMV uses the bill of sale to confirm the sale price and update their records.
The buyer should keep a copy of the signed bill of sale for their records even after the title is transferred. It serves as proof of purchase if questions arise later about when the car changed hands or what was paid. The seller should also keep a copy, especially if the car is later involved in an accident or legal issue before the title officially transfers.
If you are buying a car from a private seller, ask them for a bill of sale at the time of purchase. If they do not have one, you can provide one for them to sign. If you are selling, prepare one and have the buyer sign it before you hand over the keys and title.
States with specific required bill of sale forms
A small number of states have an official bill of sale form you must use. Kentucky, Missouri, and Ohio are among them. If you live in one of these states, read the official form from your state's DMV website and use that instead of a template or a form you write yourself. Using the official form ensures the DMV will accept it without question.
Other states may have a recommended form that is not strictly required but is strongly encouraged. Check your state's DMV website to see whether your state falls into this category. If the website says "use this form" rather than "you may use this form," treat it as required.
If you are unsure whether your state requires a specific form, call the DMV. They can answer in one call and may email you a copy of the form if one exists. This is faster than guessing and having to redo the paperwork later.
Frequently Asked Questions
Can I use a bill of sale from another state?
No. Use a bill of sale that matches your state's requirements. A form from another state may not include information your state's DMV requires, and the DMV may reject it. read a template specific to your state or call your DMV to confirm what form to use.
Do both the buyer and seller have to sign the bill of sale at the same time?
Not necessarily. The seller can sign it when the sale happens, and the buyer can sign it later before going to the DMV. However, both signatures must be present on the same document before the buyer submits it to the DMV. Some states require notarization instead of or in addition to signatures—check your state's rules.
What if I lost the bill of sale after I bought the car?
Contact your state's DMV and ask whether they have a copy on file. If the title has already been transferred to your name, the DMV has a record of the sale. You may be able to request a certified copy of the bill of sale or a document proving the transfer. This usually costs a small fee.
Do I need a bill of sale if I am buying from a dealer instead of a private seller?
No. Dealers provide their own sales contract and paperwork, which serves the same purpose as a bill of sale. The dealer handles the title transfer paperwork. You only need a bill of sale for private sales between individuals.
Can I print a bill of sale on any paper, or does it have to be a specific form?
Most states allow you to print a bill of sale on plain paper as long as it includes all required information. A few states prefer or require an official form. Check your state's DMV website or call to confirm. When in doubt, using an official form or a state-specific template is always the safer choice.