A bill of sale for a trailer is a written record that you and the seller sign to prove ownership has changed hands
A bill of sale is a document that shows the seller transferred the trailer to you and you paid for it. It names both parties, describes the trailer (make, model, year, VIN), states the price paid, and is signed and dated by both the seller and you. The bill of sale is not the title itself — that is a separate document issued by your state's motor vehicle department — but it is the proof you need to get the title transferred into your name.
Most states do not require a specific form, which means you can write one yourself or use a template. Some states have an official bill of sale form available through the Department of Motor Vehicles or Secretary of State website. Even when a state does not mandate a particular form, using one that matches your state's expectations makes the title transfer faster and reduces the chance a clerk will reject it.
Without a bill of sale, you have no legal record of the transaction. If a dispute arises later — the seller claims you never paid, or you claim the trailer was damaged before you took possession — you have no document to back your version. The bill of sale protects both you and the seller by creating a contemporaneous written record.
Key Takeaways
- A bill of sale is a signed document proving the seller transferred the trailer to you and the price you paid, and it is required to transfer the title into your name.
- Most states do not require a specific form, but many provide an official template on their Department of Motor Vehicles website that speeds up the title transfer process.
- The bill of sale must include the trailer's VIN, make, model, year, the sale price, the date of sale, and signatures from both the seller and you.
- You should keep the original signed bill of sale and submit a copy to your state's motor vehicle department when you register the trailer in your name.
What information must be on the bill of sale
The bill of sale should include the seller's full name and address, your full name and address, and the date of the sale. It must describe the trailer clearly enough that there is no confusion about which trailer changed hands — this means the Vehicle Identification Number (VIN), the year, make, and model, and the color. Some people also note the condition (for example, "as-is" or "good working order"), though this is not required.
The sale price must be stated in writing. Write out the dollar amount in both numbers and words — for example, "$3,500 (three thousand five hundred dollars)" — to prevent disputes later. If the sale included a trade-in, a payment plan, or other terms, note those clearly. The bill of sale should also state whether the seller is providing any warranty or may provide, or whether the sale is "as-is" with no warranty.
Both the seller and you must sign and print your names, and both should include the date. Some states ask for the odometer reading (for vehicles with wheels), though this is less common for trailers. Check your state's Department of Motor Vehicles website to see if there are additional fields required in your state.
Where to find a bill of sale form for your state
Your state's Department of Motor Vehicles or Secretary of State office usually publishes a bill of sale form online. Search "[your state] bill of sale trailer" or go directly to your state DMV website and look for "forms" or "title transfer." Some states have a single form for all vehicles; others have separate forms for cars, motorcycles, and trailers.
If your state does not provide an official form, you can use a generic bill of sale template from a legal document website or create your own. The key is to include all the information listed above and have both parties sign it. A handwritten bill of sale is legally valid in most states as long as it is signed and dated by both parties and contains the required information.
A few states — including Maryland, South Carolina, and Virginia — require the bill of sale to be notarized, meaning a notary public must witness both signatures. Check your state's requirements before you sign; if notarization is required and you sign without it, you may have to redo the document later.
How to fill out and sign the bill of sale
Print or write the form clearly in black or blue ink. Fill in all blanks completely; do not leave fields empty or write "N/A" unless the form explicitly allows it. Use the VIN from the trailer's title or from the VIN plate on the trailer itself — this is the most important identifier and must be exact.
Both you and the seller should sign the document in person if possible. Each person should print their name below their signature. Write the date in a consistent format (for example, "January 15, 2024" or "01/15/2024"). If the form requires a notary, both parties should go to a notary public together, bring photo identification, and have the notary witness the signatures.
Make at least two copies — one for you, one for the seller, and one to submit with your title transfer process. Keep the original or a certified copy in a safe place. Do not send the original to the state unless the form instructions specifically say to do so; most states accept a photocopy or scan.
When you need the bill of sale for title transfer
You will need the bill of sale when you submit your title transfer process to your state's motor vehicle department. The exact process varies by state, but generally you will mail or bring in the bill of sale, the seller's title (or a release of lien if the trailer has a loan), proof of your identity, and the title transfer form itself.
Some states allow you to start the title transfer online or by mail; others require you to appear in person at a DMV office. A few states process title transfers through county tax assessor offices instead of the state DMV. Check your state's website to find out which office handles trailer title transfers and what documents they need.
The bill of sale is your proof that you bought the trailer. Without it, the state cannot transfer the title into your name, and you cannot legally register the trailer or prove ownership if a dispute arises.
What happens if the seller will not sign a bill of sale
If the seller refuses to sign a bill of sale, do not complete the purchase. A seller who will not document the sale in writing is a serious red flag. It may mean the seller does not actually own the trailer, the trailer has a lien against it that the seller is hiding, or the seller plans to claim later that the sale never happened.
Insist on a signed bill of sale before you hand over any money. If the seller claims they do not have time or do not believe in paperwork, walk away. A legitimate seller will understand that a bill of sale protects both parties and will sign without hesitation.
If you have already paid and the seller will not sign, contact your state's attorney general office or a local legal aid organization. Some states have laws that allow you to recover money from a seller who refuses to transfer ownership, but you will need documentation of the transaction — which is exactly why the bill of sale matters.
Frequently Asked Questions
Can I write my own bill of sale instead of using a form?
Yes. Most states do not require a specific form as long as the document includes the seller's name and address, your name and address, the trailer's VIN and description, the sale price, the date, and both signatures. Handwritten bills of sale are legally valid in most states. Using your state's official form is faster and reduces the risk of rejection by the DMV, but a well-written custom bill of sale will work.
Do I need a bill of sale if the trailer is being given to me as a gift?
Yes, you still need a bill of sale or gift letter. Instead of a sale price, write "gift" or "$0" and have the donor sign it. Your state's motor vehicle department will still need proof that ownership changed hands. Some states have a separate gift affidavit form; check your state DMV website.
What if the seller's name does not match the name on the title?
Do not buy the trailer. If the person selling it is not the person listed on the title, they do not legally own it and cannot transfer ownership to you. Ask the seller to bring the title and verify their identity matches. If there is a discrepancy, ask the seller to explain it and provide documentation (such as a marriage certificate or court order) before you proceed.
How long do I have to submit the bill of sale to the DMV after I buy the trailer?
This varies by state, but most states require you to transfer the title within 10 to 30 days of purchase. Check your state's motor vehicle department website for the exact important date. If you miss the important date, you may face a late fee or be unable to register the trailer. Keep the bill of sale safe and submit it promptly.
Is a bill of sale the same as a title?
No. The bill of sale is proof that you bought the trailer; the title is the legal ownership document issued by the state. You use the bill of sale to request a title transfer. Once the state processes your process, they will issue a new title in your name. You need both documents — the bill of sale to prove the transaction happened, and the title to prove you own the trailer.