What an Illinois bill of sale is and why you need one
A bill of sale is a written record that you and the other person sign to show that a car has changed hands. In Illinois, it serves as proof of the sale for both the buyer and the seller — it documents who owned the car, who owns it now, the price paid, and the date of the transaction. The state does not require a bill of sale to transfer a car title, but having one protects you if a dispute arises later about the sale, the condition of the car, or who is responsible for it.
The bill of sale is separate from the title document itself. The title is the legal proof of ownership that the Secretary of State's office issues. The bill of sale is a private agreement between you and the other party that shows the transaction took place. If you are buying a car, a bill of sale gives you written evidence of what you paid and what condition the car was in on the day you bought it. If you are selling, it shows you transferred ownership and received payment, which protects you if the car is later involved in an accident or crime.
Key Takeaways
- Illinois does not legally require a bill of sale to transfer a car title, but having one in writing protects both buyer and seller if questions arise later.
- The bill of sale should include the names and addresses of both parties, the vehicle identification number (VIN), the sale price, the date, and signatures from both buyer and seller.
- You can use a straightforward form you write yourself, a template from the Illinois Secretary of State's office, or a form from an online source — there is no single official state form.
- The bill of sale is not filed with any government office; you and the other party each keep a copy for your records.
What information must go in the bill of sale
The bill of sale should clearly identify both the buyer and the seller. Write out the full legal names of both parties and include their addresses. This prevents confusion if someone with a similar name is involved in a dispute later.
Next, describe the vehicle in detail. Include the year, make, model, and color of the car. Most importantly, include the Vehicle Identification Number (VIN), which is a unique 17-character code that identifies that specific car. You can find the VIN on the dashboard on the driver's side, on the title document, or on the insurance card. The VIN is what ties the bill of sale to the actual car, so leaving it out defeats much of the purpose.
Write the sale price clearly — the exact dollar amount the buyer paid. If the car was traded in as part of the deal, note that. Include the date of the sale. Both the buyer and the seller must sign and date the document. Some people also add a line for the odometer reading on the day of sale, which can be useful if questions arise about the car's condition or mileage later.
Where to find a bill of sale form
Illinois does not have a single official bill of sale form that you must use. You have several options. The simplest is to write one yourself — it does not need to be fancy or use legal language, as long as it includes the information listed above and both parties sign it.
The Illinois Secretary of State's office provides a sample bill of sale form on its website that you can print and fill in by hand. This form includes all the standard fields and is recognized by the state. You can also find templates online from reputable sources, though you should avoid forms that ask for information beyond what is listed above or that seem designed to sell you something.
Some car dealerships provide their own bill of sale forms, and if you are buying from a dealer, they will usually handle this document for you. If you are buying or selling a car privately, you can use any of the forms mentioned above or create your own.
How to fill out and sign the bill of sale
Print or write out the form clearly so that both parties can read every word. Fill in all the blanks with the information you have gathered — names, addresses, VIN, sale price, and date. Do not leave blanks; if a field does not explore, write "N/A" or cross it out.
Both the buyer and the seller must sign the form in front of each other if possible. Some people have the signatures notarized, which means a notary public witnesses the signing and stamps the document. Notarization is not required in Illinois, but it adds an extra layer of proof that both parties actually signed it and were present.
Make at least two copies — one for the buyer and one for the seller. If the document is notarized, make copies after notarization so that both parties have the notary's stamp. Keep your copy in a safe place with your other car documents.
When to use the bill of sale with the title transfer
The bill of sale and the title are two separate documents that serve different purposes. When you buy a car in Illinois, the seller must sign the back of the title document to transfer ownership to you. You then take that signed title to a Secretary of State office to register the car in your name.
The bill of sale does not go to the Secretary of State — it stays with you and the other party as a private record. However, you should complete the bill of sale at the same time you sign the title, so that both documents reflect the same transaction and date. This way, if anyone questions the sale later, you have matching paperwork.
Why a bill of sale protects you after the sale
Once you sign over the title, you are no longer the legal owner of the car. But without a bill of sale, you have no written proof of when you stopped being the owner or what condition the car was in when you left it. If the car is in an accident the next day and the new owner does not have insurance, or if the car is used in a crime, the police or courts might try to contact you as the last registered owner.
A bill of sale with the date and both signatures proves that you sold the car on a specific date and are no longer responsible for it. For the buyer, a bill of sale proves what you paid and what the seller told you about the car's condition, which can matter if the car breaks down soon after purchase or if you later discover it was in an accident.
What to do if you lose your copy
If you lose your copy of the bill of sale, you can ask the other party for another copy. If they no longer have one, you can write out a new bill of sale based on your memory of the transaction, have both parties sign it, and note on it that it is a duplicate created after the original sale. This is not as strong as the original, but it is better than nothing.
If you are in a dispute with the other party and cannot get a copy from them, you may have other evidence of the sale — a bank record showing a check or transfer, text messages discussing the sale, or a witness who was present. These can help support your version of events, though they are not as clear as a signed bill of sale.
Frequently Asked Questions
Do I have to notarize the bill of sale?
No, notarization is not required in Illinois. A bill of sale with both signatures is legally valid without it. However, notarization adds proof that both parties actually signed it, which can be useful if a dispute arises later. If you want to notarize it, you can visit a bank, a notary public office, or some UPS stores.
What if the seller will not sign a bill of sale?
A seller who refuses to sign a bill of sale is a red flag. A legitimate seller should have no reason to avoid putting the sale in writing. If you are buying and the seller refuses, reconsider the purchase — it suggests they may not actually own the car or may be hiding something about its history. If you are selling and the buyer refuses, do not sign over the title until they sign the bill of sale.
Can I use a bill of sale from another state?
Yes, you can use a bill of sale form from another state as long as it includes all the required information: names, addresses, VIN, sale price, date, and signatures. Illinois does not have a specific form requirement, so any clear, signed document that records the transaction will work.
Do I need to file the bill of sale with the Secretary of State?
No, the bill of sale is not filed with any government office. It is a private document between the buyer and seller. You each keep a copy for your records. The only document you file with the Secretary of State is the title, which the seller signs over to you.