What a bill of sale is and why you need one in Washington
A bill of sale is a written record that you sold a vehicle to someone else. In Washington State, it is not required by law to complete a sale between a private buyer and seller — the state does not mandate it. However, you should create one anyway, because it protects both of you by documenting the price paid, the vehicle's condition at handoff, and who owned it on what date.
The Department of Licensing does not ask to see a bill of sale when you register a vehicle, but if a dispute arises later — the buyer claims the car had hidden damage, the seller claims they were never paid — a bill of sale is your only proof of what was agreed to. Without one, you have only your word against theirs.
If you are selling a vehicle in Washington, you should also know that the buyer will need to register it within 45 days. The bill of sale is not the registration document itself, but it is the evidence the buyer will show the Department of Licensing that they now own the car.
Key Takeaways
- Washington State does not legally require a bill of sale for private vehicle sales, but creating one protects both buyer and seller by documenting the sale price, vehicle condition, and date of ownership transfer.
- A bill of sale should include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both buyer and seller.
- You can write a bill of sale on plain paper or use a template — Washington has no official form, so any clear, signed document works.
- The buyer will need the bill of sale when they register the vehicle with the Department of Licensing within 45 days of purchase.
- Keep a copy for your records; if the vehicle is later involved in an accident or crime, your copy proves you no longer owned it.
What information must go on a Washington vehicle bill of sale
A bill of sale does not have to follow a specific format in Washington, but it must include certain facts so it actually protects you. Start with the vehicle itself: write down the year, make, model, and the vehicle identification number (VIN). The VIN is a 17-character code stamped on the driver's side of the dashboard and also on the title document. If you leave the VIN out, the document is nearly useless because a buyer or police officer cannot tell which car you are talking about.
Next, write the sale price in words and numbers — for example, "Two thousand five hundred dollars ($2,500)." Include the date of the sale. Then add the names and addresses of both the buyer and the seller, and have both sign and date the document. Some people also add a line stating the vehicle's condition at the time of sale ("sold as-is" or "with known issues: transmission slips in third gear") to prevent later disputes about whether the seller hid a problem.
You do not need to notarize a bill of sale in Washington — a notary's stamp is not required by law. However, having it notarized adds a layer of proof that both parties actually signed it, which can matter if someone later claims they never agreed to the sale. If you choose to notarize, any notary public can do it for a small fee, usually $5 to $15.
How to write a bill of sale on your own
You can write a bill of sale by hand on any piece of paper, or type it up. There is no official Washington State form. Start at the top with a heading like "Bill of Sale" or "Vehicle Bill of Sale." Below that, write out the information in a clear order: the vehicle details (year, make, model, VIN), the sale price, the date, and the names and addresses of buyer and seller.
A straightforward structure looks like this: "I, [Seller Name], sell to [Buyer Name] the vehicle described as [year, make, model], VIN [number], for the price of [amount] on [date]. The vehicle is sold as-is / with the following known issues: [list any]. Seller signature: _____ Date: _____ Buyer signature: _____ Date: _____"
Write clearly so there is no confusion later. Use black or blue ink if you are handwriting it. Both the buyer and seller should sign and date the document. Make at least two copies — one for the seller to keep and one for the buyer. If you are mailing it, send it certified mail so you have proof the buyer received it.
Using a bill of sale template
If you prefer not to write from scratch, you can search online for "Washington vehicle bill of sale template." Many free templates are available from legal document websites and from the Washington State Department of Licensing website itself. These templates include all the standard fields and language, so you just fill in the blanks.
When you use a template, read through it before you print it to make sure it includes everything you need: the VIN, sale price, date, buyer and seller names and addresses, and signature lines. Some templates also include optional sections for odometer reading, trade-in information, or a statement about the vehicle's condition. You can delete sections that do not explore to your sale.
Print the completed template, have both parties sign and date it, and make copies for both of you. A template is not more official than a handwritten bill of sale — they carry the same legal weight — but it may be easier to read and less likely to have missing information.
What happens after you sign the bill of sale
Once both you and the buyer have signed, the buyer owns the vehicle. However, the buyer still needs to register it with the Washington Department of Licensing within 45 days. The buyer will bring the bill of sale, the vehicle title (which you should have signed over to them), proof of insurance, and a completed registration process to a licensing office or submit them by mail.
You should keep a copy of the signed bill of sale for your records indefinitely. If the vehicle is later involved in an accident, a crime, or a lawsuit, your copy proves that you no longer owned it on the date of the incident. Without that proof, you could be held liable or contacted by police.
If the buyer does not register the vehicle within 45 days, that is their responsibility, not yours. However, if you are concerned, you can contact the Department of Licensing to ask whether the vehicle has been registered in the buyer's name. This step is optional but can protect you if the buyer later claims they never received the car or if the vehicle is abandoned.
Handling the title document alongside the bill of sale
The bill of sale and the vehicle title are two different documents. The title is the official ownership document issued by the Department of Licensing. When you sell a vehicle, you must sign the back of the title to transfer ownership to the buyer. The buyer then takes both the signed title and the bill of sale to the Department of Licensing to register the vehicle in their name.
Do not give the buyer the title until you have both signed the bill of sale. This protects you because if a dispute arises about the sale price or condition, you still have the title and can prove you did not complete the transfer. Once you sign the title over, you have given up your legal claim to the vehicle, so make sure the bill of sale is signed first.
If the title is lost or damaged, the buyer will need to request a duplicate from the Department of Licensing before they can register the vehicle. This takes a few extra days but does not affect the bill of sale — the bill of sale is still valid proof of the sale.
Common mistakes to avoid when writing a bill of sale
The most common mistake is leaving out the VIN. Without it, the document does not clearly identify which vehicle was sold, and it may not hold up if there is a dispute. Double-check the VIN against the title or the dashboard before you write it down.
Another mistake is not having both parties sign. If only the seller signs, the buyer can later claim they never agreed to the purchase price or condition. Make sure both of you sign and date the document in front of each other if possible, or at least get the signatures before you hand over the keys.
A third mistake is not keeping a copy. Once you give the original to the buyer, you have no proof of the sale unless you kept a copy. Make photocopies before the buyer leaves, or photograph the signed document with your phone.
Frequently Asked Questions
Do I have to use the Department of Licensing's form for a bill of sale?
No. Washington State does not have an official bill of sale form. You can write one yourself on plain paper, use a template, or use a form from a legal website. As long as it includes the vehicle details, sale price, date, and both signatures, it is valid.
What if the buyer and I disagree on the sale price after we sign?
The bill of sale is your proof of what was agreed to. If you both signed it and it states the price, that is the price. If the buyer refuses to pay what the bill of sale says, you can take them to small claims court and show the judge the signed document. This is why it is important to get the price in writing before you hand over the keys.
Can I sell a vehicle without a bill of sale?
Yes, Washington does not legally require one. However, you should not. Without a bill of sale, you have no proof you sold the vehicle, and if the buyer later gets into an accident or commits a crime with it, you could be held responsible. A bill of sale takes five minutes to write and protects you.
Does the buyer need the bill of sale to register the vehicle?
The Department of Licensing does not require a bill of sale to register a vehicle, but the buyer will need proof of ownership. The signed title is the official proof. However, if the title is lost, the bill of sale can help the buyer request a duplicate from the Department of Licensing.
What if I sell a vehicle to a dealer instead of a private buyer?
Dealers have their own paperwork and process. They will typically give you a form to sign that serves as a bill of sale. Follow their process, but still keep a copy of whatever you sign for your records.