An automobile bill of sale is a document that records the sale of a vehicle from one person to another
A bill of sale is a written record that you and the buyer (or seller, depending on which side you're on) sign to show that ownership of a vehicle has changed hands. It documents what was sold, who sold it, who bought it, and for how much. The form protects both parties by creating proof of the transaction — the seller shows they no longer own the vehicle, and the buyer shows they purchased it on a specific date.
You do not need a bill of sale to register a vehicle with your state's Department of Motor Vehicles, but most states require one as supporting documentation when you transfer the title. Some states make their own bill of sale form available for free; others accept any written record that includes the required information. A few states do not require a separate bill of sale at all if the title document itself captures the sale details.
The form itself is straightforward — it is usually one page, and filling it out takes about ten minutes. You can find templates online, use your state's official form if one exists, or write the information on plain paper as long as you include all the required details.
Key Takeaways
- A bill of sale records the vehicle identification number, purchase price, date of sale, and signatures of both the seller and buyer.
- Your state's Department of Motor Vehicles website usually offers a free bill of sale form, or you can read a template from a legal document site.
- Both the seller and buyer should keep a signed copy for their records, and the buyer typically submits the original to the DMV when registering the vehicle.
- The bill of sale protects you by proving when ownership changed, which matters if the vehicle is involved in an accident or legal issue after the sale.
What information must go on the form
Every bill of sale should include the vehicle identification number (VIN), which is a 17-character code found on the dashboard or in the title document. You also need the vehicle's year, make, and model; the sale price; and the date of the sale. Both the seller and buyer must print their names, addresses, and signatures.
Some forms ask for the vehicle's odometer reading at the time of sale, the condition of the vehicle (for example, "as-is" or with specific repairs completed), and whether there are any outstanding loans on the vehicle. If the vehicle has a lien — meaning a bank or lender still owns part of it — that should be noted on the bill of sale so the buyer knows the title will not be clear until the loan is paid off.
A few states require notarization, meaning a notary public must witness the signatures. Check your state's DMV website to see whether notarization is required where you live; if it is, you will need to sign the form in front of a notary, which usually costs between $5 and $15.
Where to find your state's official form
The fastest way to find the correct form is to go to your state's Department of Motor Vehicles website and search for "bill of sale." Most states post a PDF you can read and print. The form will be specific to your state and will include only the fields that state law requires.
If your state does not offer an official form, you can read a template from legal document websites like LawDepot, Rocket Lawyer, or Nolo. These sites offer free or low-cost templates for most states. When you use a third-party template, make sure it is labeled for your state, because bill of sale requirements vary.
You can also write a bill of sale by hand on plain paper if you include all the required information and both parties sign it. This is legally valid in most states, though it is less formal and may raise questions if the DMV needs to verify the sale later.
How to fill out the form correctly
Print the form or have it ready on your screen. Fill in the vehicle's VIN first — this is the most important piece of information and the one most likely to be checked by the DMV. Then add the year, make, and model, the sale price, and the date. Use the exact legal names of both the seller and buyer, not nicknames or shortened versions.
Write clearly and use black or blue ink if you are printing and signing by hand. Do not use pencil, because it can be erased. If you make a mistake, cross it out with a single line, write the correction above it, and have both parties initial the change. Do not use white-out or tape over the error.
Once both the seller and buyer have signed and printed their names, make at least two copies — one for the seller, one for the buyer, and one to submit with the title transfer. Keep your copy in a safe place. The buyer will usually submit the original or a certified copy to the DMV along with the title process.
When you need the bill of sale before you sign the title
The bill of sale and the title are two separate documents. The title is the legal proof of ownership issued by your state; the bill of sale is the record of the transaction. You should complete the bill of sale at the same time you sign the title, or before, so both documents show the same date and parties.
If you are buying a vehicle, do not hand over payment until both you and the seller have signed the bill of sale. If you are selling, do not sign the title until the bill of sale is complete and you have received payment. This protects both of you — the bill of sale creates a record of what happened and when, which matters if there is a dispute later.
Some states allow the buyer to register the vehicle with just the bill of sale and a signed title process while the seller mails the original title separately. Check your state's DMV website to see what documents you need to bring in person or mail.
What happens if you lose the bill of sale after the sale
If you signed a bill of sale but cannot find your copy, you can ask the other party for another signed copy. If the buyer registered the vehicle, the DMV may have a copy on file. You can contact your state's DMV and ask whether they keep copies of bills of sale submitted with title transfers.
If neither party has a copy and the DMV does not have one on file, you can create a new bill of sale with the same information and have both parties sign it again. Write "duplicate" or "replacement" at the top so it is clear this is not the original. This is not ideal, but it is better than having no record at all.
For this reason, it is worth taking a photo of the signed bill of sale on your phone or scanning it to your email before you hand it over. This gives you a backup if the original is lost.
Frequently Asked Questions
Can I use a bill of sale from the internet instead of my state's form?
Yes, as long as it includes all the information your state requires. Check your DMV website first to see if your state offers an official form — if it does, use that one because it is may provide to have everything the DMV needs. If your state does not offer a form, a template from a legal document site will work.
Do both the seller and buyer need to sign the bill of sale?
Yes. Both parties must sign and print their names. Some states also require both signatures to be notarized. If only one person signs, the document is not valid proof of the transaction.
What if the vehicle has a loan on it?
Note on the bill of sale that there is an outstanding loan and include the lender's name. The buyer should know the title will not be clear until the loan is paid off. The seller is responsible for paying off the loan, usually from the sale proceeds, before the title can be transferred to the buyer.
Is a bill of sale the same as a title?
No. A title is the legal document issued by your state that proves ownership. A bill of sale is a record of the sale transaction. You need both — the bill of sale shows the sale happened, and the title transfer shows who owns the vehicle now.
How long should I keep my copy of the bill of sale?
Keep it for as long as you own the vehicle, and longer if you are the seller. If the vehicle is involved in an accident or legal issue after the sale, the bill of sale proves when you stopped owning it. Many people keep copies for several years after a sale.