A bill of sale is a written record that documents the transfer of a vehicle from one owner to another
When you buy or sell a car, truck, or motorcycle, a bill of sale creates a paper trail showing who owned the vehicle, when the ownership changed hands, and for how much money. It protects both the buyer and seller by recording the transaction details in one place. Most states do not legally require a bill of sale, but having one can prevent disputes later and is often necessary when you register the vehicle with your state's Department of Motor Vehicles or equivalent agency.
A bill of sale is different from a title document. The title is the official government record of ownership; the bill of sale is the receipt and agreement that led to the title transfer. You can create a bill of sale using a form specific to your state, a generic template, or even a handwritten document, as long as it contains the required information.
Key Takeaways
- A bill of sale records the vehicle details, sale price, buyer and seller names, and the date of transfer in one document.
- Most states do not require a bill of sale by law, but the DMV or your state's vehicle registration office may ask for one when you transfer the title.
- Your state's DMV website usually offers a free PDF form designed for that state's rules, or you can use a generic template and adapt it.
- Both the buyer and seller should sign and date the bill of sale, and each should keep a copy for their records.
- A bill of sale does not transfer the title itself — you still need to file the title document with your state to complete the ownership transfer.
What information must appear on a bill of sale
A complete bill of sale includes the vehicle identification number (VIN), make, model, year, and color of the vehicle. It also lists the current odometer reading, which protects the buyer by documenting the mileage at the time of sale. Some states require this; others recommend it.
The document must show the seller's full name and address, the buyer's full name and address, and the sale price or the statement "no consideration" if the vehicle is a gift. It should include the date of the sale and signature lines for both the buyer and seller. Some forms ask whether the vehicle has a lien (an outstanding loan) against it, and if so, the lender's name and the loan amount.
A few states add specific fields, such as whether the seller is a private party or a dealer, or whether the vehicle is being sold "as-is" without warranty. Check your state's DMV website to see whether a state-specific form exists and what additional fields it requires.
How to find a bill of sale form for your state
The fastest route is your state's Department of Motor Vehicles website. Search "[your state] DMV bill of sale" and look for a link labeled "Forms" or "Vehicle Registration." Most states offer a free PDF that you can read, print, and fill out by hand or on your computer. The form will be tailored to your state's rules and will often include instructions on the back or on a separate page.
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 free template service. Generic templates work in most states because the core information is the same everywhere. However, read your state's DMV website first to see whether there are any state-specific requirements — for example, some states ask for the odometer reading, others do not; some require notarization, others do not.
You can also ask your local DMV office or call their customer service line. Staff can tell you whether a form exists for your state and whether notarization or any other step is required before you submit the title transfer paperwork.
Differences between state-specific and generic bill of sale forms
A state-specific form is designed to match your state's DMV requirements and often includes language that satisfies local rules without extra steps. For example, some states require the seller to declare whether the vehicle has a salvage title or flood damage history; a state form will have a checkbox for this. A generic form may not include these fields, which could slow down your title transfer later.
A generic form is useful if your state does not provide an official one, or if you need a bill of sale quickly and cannot access the state website. Generic forms cover the basics — buyer, seller, vehicle details, price, and signatures — and are accepted by most DMVs as long as they contain the required information. The trade-off is that you may need to add information by hand or contact the DMV to confirm that your form meets the state's standards.
In practice, most buyers and sellers use whichever form is easiest to access. If your state offers a free PDF, use that. If not, a generic template from a reputable source will usually work, but call your DMV first to confirm.
How to fill out and sign a bill of sale
Print or open the form on your computer and fill in the vehicle information first: VIN, make, model, year, color, and odometer reading. Double-check the VIN against the vehicle's title or registration to avoid errors. Then enter the seller's name and address, the buyer's name and address, the sale price, and the date of the sale.
If the vehicle has a lien, write the lender's name and the remaining loan amount in the appropriate field. If the sale is a gift, write "no consideration" or "gift" in the price field. Sign and date the form in front of the other party if possible, so both of you can confirm that the information is correct.
Some states require the bill of sale to be notarized, meaning a notary public must witness the signatures and stamp the document. Check your state's DMV website or call to confirm whether notarization is required. If it is, take the unsigned form to a notary (often available at banks, UPS stores, or your local courthouse) along with a photo ID.
Once both parties have signed, make at least two copies — one for the seller and one for the buyer. The buyer should keep their copy with the title paperwork when they submit it to the DMV. The seller should keep their copy as proof of the sale.
When you need a bill of sale versus when it is optional
A bill of sale is required by law in some states when a vehicle is sold, but optional in others. However, even in states where it is optional, the DMV may request one during the title transfer process. Having a bill of sale on hand protects you either way.
A bill of sale is especially important if the sale price is significantly different from the vehicle's book value, if the vehicle has high mileage, or if there is a lien on the vehicle. It creates a clear record of what was agreed to and when, which can prevent disputes if the buyer later claims the vehicle had undisclosed damage or if the seller claims they were not paid in full.
If you are buying or selling a vehicle privately (not through a dealer), a bill of sale is your main protection. Dealers often provide their own paperwork, but a private sale leaves no paper trail unless you create one. Even if your state does not require it, the few minutes it takes to fill out a bill of sale can save you significant trouble later.
What happens after you complete the bill of sale
The bill of sale is the first step in transferring ownership, not the final one. After both parties sign, the buyer must take the bill of sale, the original title, and any other required documents to the state's DMV or vehicle registration office to officially transfer the title into their name. The seller may also need to sign the back of the title document itself, depending on your state's rules.
The buyer typically has a set number of days (often 10 to 30 days, depending on the state) to register the vehicle in their name. During this time, the seller is still the legal owner on the title, even though they have sold the vehicle. This is why it is important for the seller to keep a copy of the bill of sale — it proves they no longer own the vehicle if something happens to it or if the buyer fails to register it.
The DMV will charge a title transfer fee, which varies by state and vehicle type. Once the transfer is complete, the buyer will receive a new title in their name, and the seller's ownership ends.
Frequently Asked Questions
Can I use a handwritten bill of sale instead of a printed form?
Yes. A handwritten bill of sale is legally valid in most states as long as it includes all the required information: vehicle details, buyer and seller names and addresses, sale price, date, and signatures. However, a printed form is clearer and less likely to cause problems at the DMV, so use a form if one is available for your state.
Do I need to get the bill of sale notarized?
Notarization is required in some states and optional in others. Check your state's DMV website or call their customer service line to find out. If notarization is required, you cannot submit the title transfer without it. If it is optional, notarizing the bill of sale adds an extra layer of proof but is not necessary for the transfer to go through.
What if I lose my copy of the bill of sale after I sell the vehicle?
If you are the seller and you lose your copy, ask the buyer for another copy or contact the DMV to request a record of the title transfer once it is complete. If you are the buyer and you lose your copy before registering the vehicle, ask the seller for another copy or create a new one and have both parties sign it again. Keep copies in a safe place.
Can I sell a vehicle without a bill of sale?
In most states, yes — a bill of sale is not legally required. However, the DMV may ask for one during the title transfer, and without one, you have no written proof of the sale price or date. This can cause problems if a dispute arises later. It is always safer to have one, even if your state does not require it.
Does the bill of sale transfer the title to the new owner?
No. The bill of sale is a receipt and agreement; it does not transfer the title itself. The buyer must take the bill of sale and the original title to the DMV to officially transfer ownership. Only the DMV can transfer the title by issuing a new one in the buyer's name.