What an auto bill of sale does and why you need one
An auto bill of sale is a document that records the sale of a vehicle from one person to another. It shows who owned the car, who owns it now, when the sale happened, and how much was paid. When you buy or sell a used car privately — not through a dealership — a bill of sale creates a paper trail that protects both of you.
The bill of sale is not the same as a title or registration. The title is the legal document that proves ownership and is issued by your state's motor vehicle department. A bill of sale is a record you create between yourselves that documents the transaction. Many states require you to bring both the bill of sale and the title to the motor vehicle office when you register the car in your name.
Without a bill of sale, there is no written proof of when the sale occurred, who paid what, or that the seller agreed to hand over the vehicle. This matters if a dispute arises later — for example, if the seller claims they never sold the car, or if the buyer later has mechanical problems and tries to hold the seller responsible.
Key Takeaways
- A bill of sale documents a private vehicle sale and is often required by your state when you register the car in your name.
- The document should include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both buyer and seller.
- You can find free bill of sale templates on your state's motor vehicle website, or use a generic PDF template and fill it in by hand or computer.
- Both the buyer and seller should keep a signed copy for their records, and the buyer should bring the original to the motor vehicle office when registering.
What information goes on a bill of sale
A bill of sale should include the vehicle's Vehicle Identification Number (VIN), which is a 17-character code unique to that car. You can find the VIN on the dashboard on the driver's side, on the title document, or on insurance paperwork. The document should also list the make, model, year, and color of the vehicle, though the VIN alone is enough to identify it.
Next, write down the sale price — the actual amount of money that changed hands. Some people leave this blank or write "as-is" if no money was exchanged, but most states expect a real number. Include the date of the sale, the full names and addresses of both the buyer and the seller, and the odometer reading at the time of sale (the number of miles on the car).
At the bottom, both the buyer and seller must sign and print their names. Some states also ask for a notary signature, which means a notary public (usually available at a bank or UPS store for a small fee) watches you sign and adds their official stamp. Check your state's motor vehicle website to see whether notarization is required where you live.
Where to find a bill of sale template
Your state's motor vehicle department often provides a free bill of sale form on its website. Search "[your state] motor vehicle bill of sale" or go directly to the department's website — for example, the New York Department of Motor Vehicles or the California Department of Motor Vehicles. read the PDF, print it, and fill it in by hand or on your computer before signing.
If your state does not provide an official form, you can use a generic bill of sale template from a legal document website or a PDF template site. The form does not have to be fancy or official-looking; it just needs to contain the information listed above and be signed by both parties. Some people type one from scratch on a blank page, as long as all the required details are there.
Make sure the template you choose is labeled for your state or is generic enough to work in any state. Some templates include language about "as-is" sales (meaning the car is sold with no warranty) or odometer readings, which are useful to have in writing.
How to fill in the form step by step
Start by entering the date at the top of the form. Then fill in the seller's full legal name and address — the person who currently owns the car. Below that, enter the buyer's full legal name and address — the person who is purchasing the car.
In the vehicle information section, write the VIN, the year, make, and model of the car. Add the color and the odometer reading (the mileage shown on the dashboard). Then enter the sale price — the total amount the buyer is paying. If the sale includes a trade-in or partial payment, some forms have a line for that; otherwise, just write the final amount.
At the bottom, both the buyer and seller should sign and print their names. If your state requires notarization, take the signed form to a notary public, who will watch you sign again and add their seal. Keep one copy for your records and give the other to the buyer or seller, depending on who is keeping the car.
What happens after you sign the bill of sale
The buyer should take the signed bill of sale, along with the title document, to the state motor vehicle office to register the car in their name. The office will record the new owner and issue a new registration and title. The bill of sale is proof that the transaction took place and that the seller agreed to transfer ownership.
The seller should keep a copy of the signed bill of sale for their records. This protects them if the buyer later gets into an accident or receives a traffic ticket in the car — the bill of sale proves the seller no longer owned it at that time. The seller may also want to notify their insurance company that the car has been sold.
If the buyer does not register the car right away, the seller may still be listed as the owner on the title and registration. Some states allow the seller to file a notice of sale with the motor vehicle office to remove themselves from liability. Check your state's rules on this.
Differences between states
Most states accept a straightforward bill of sale, but some have specific requirements. A few states require the form to be notarized; others do not. Some states ask for the odometer reading; others do not. A handful of states have an official bill of sale form that must be used, while most accept any form as long as it contains the required information.
The best way to know what your state needs is to visit your state's motor vehicle website and search for "bill of sale" or "private sale." The site will tell you whether notarization is required, what information must be included, and whether there is an official form. If you cannot find the information online, you can call the motor vehicle office directly.
What to do if you lose the bill of sale
If you signed a bill of sale but lost your copy, contact the other party and ask for another copy. If you cannot reach them, you may still be able to register the car or prove ownership through other documents — such as insurance paperwork, a loan document, or a receipt for repairs made after the sale. The motor vehicle office can tell you what alternatives they will accept.
If you are the seller and the buyer never registered the car, you may be held liable for parking tickets, tolls, or accidents that occur while the buyer owns it. This is why it is important to keep your copy of the bill of sale and to consider filing a notice of sale with your state if the buyer does not register promptly.
Frequently Asked Questions
Do I need a bill of sale if I am buying from a dealership?
No. Dealerships handle the title transfer and provide their own paperwork. A bill of sale is for private sales between individuals. If you are buying from a dealership, they will give you the documents you need.
Can I write a bill of sale by hand, or does it have to be typed?
Handwritten is fine. As long as both parties sign it and it includes the required information — VIN, sale price, date, names, and addresses — most states will accept it. Typed is cleaner and easier to read, but not required.
What if the seller will not sign the bill of sale?
Do not complete the purchase. A bill of sale protects you by proving the seller agreed to sell you the car. Without it, you have no written record of the transaction. If the seller refuses to sign, it is a red flag that something may be wrong with the title or the sale.
Do I need to notarize the bill of sale?
It depends on your state. Some states require it; most do not. Check your state's motor vehicle website or call the office to find out. If notarization is required and you do not do it, the motor vehicle office may not accept the form when you try to register the car.
Can I use a bill of sale from another state?
A generic bill of sale usually works in any state, but your state may have specific language or requirements. It is safer to use a template from your state's motor vehicle website or to check the state's rules before using a form from another state.