A bill of sale for a trailer is a written record that the seller and buyer both sign to prove ownership has changed hands
A bill of sale is a document that shows you bought or sold a trailer. It lists who owned it before, who owns it now, when the sale happened, and how much was paid. Both the seller and buyer sign it. The bill of sale becomes your proof of ownership until you register the trailer with your state's motor vehicle department — and in some states, you need the bill of sale to register it at all.
A bill of sale protects both of you. For the buyer, it proves you paid for the trailer and own it now. For the seller, it proves they handed over ownership and are no longer responsible for it. If something goes wrong later — the trailer breaks down, someone claims they own it, or the buyer doesn't pay — the bill of sale is your evidence of what actually happened.
Key Takeaways
- A bill of sale must include the names and addresses of both the seller and buyer, the trailer's identification number (VIN), the sale date, and the price paid.
- Both the seller and buyer must sign and date the bill of sale in front of a witness or notary public, depending on your state's rules.
- Your state's motor vehicle department may have a specific bill of sale form you must use, or you can use a general template as long as it includes all required information.
- Keep a copy for your records and bring the original to your state's motor vehicle office when you register the trailer in your name.
- A bill of sale is not the same as a title — it is a record of the sale, but you still need to transfer the title through your state's process.
Information that must appear on every bill of sale
The bill of sale needs to identify both people and the trailer clearly so there is no confusion later. Write the seller's full legal name, current address, and phone number. Write the buyer's full legal name, current address, and phone number. Do not use nicknames or shortened versions of names — use exactly what appears on a driver's license or government ID.
For the trailer itself, you need the Vehicle Identification Number (VIN), which is a 17-character code stamped on the trailer frame. You can find it on the trailer's registration documents, on a metal plate attached to the frame, or on the title. Also write down the year, make, and model of the trailer. Include the color and any other details that make this specific trailer straightforward to identify — for example, "2018 Utility Trailer, white, 6x12 enclosed."
Write the date the sale happened, the total price paid, and how the buyer paid (cash, check, bank transfer, or payment plan). If the buyer is paying in installments, write out the payment schedule — for example, "$2,000 down on [date], $1,000 on [date], $1,000 on [date]." Write whether the trailer is being sold "as-is" or whether the seller is making any repairs or promises about its condition.
Signature and witness requirements vary by state
Both the seller and buyer must sign the bill of sale. Some states require the signatures to be notarized, meaning a notary public watches you sign and confirms your identity. Other states allow you to sign in front of a witness — usually someone who is not related to either of you and who also signs the document. A few states have no witness requirement at all, but having one protects both of you.
Check your state's motor vehicle department website to find out what your state requires. If your state requires notarization, you can get a notary at a bank, UPS store, library, or online notary service. If your state requires a witness, pick someone you trust who can sign and print their name and address on the form. Always date the signatures.
Finding the right bill of sale form for your state
Some states provide an official bill of sale form on their motor vehicle department website. Search "[your state] bill of sale trailer" or go directly to your state's DMV or motor vehicle office website and look for forms. If your state has an official form, use it — it will have all the fields your state requires, and the motor vehicle office will know exactly what to look for when you bring it in.
If your state does not have an official form, you can use a general bill of sale template from a legal document website or create your own as long as it includes all the information listed above. Write it clearly in pen or type it. Avoid forms that are too vague or that leave out the VIN, price, or date — those gaps can cause problems when you try to register the trailer.
What happens after you sign the bill of sale
Keep a copy for your records. The buyer should keep a copy too. Within the time frame your state allows — usually 10 to 30 days — the buyer needs to take the original bill of sale to the motor vehicle office and register the trailer in their name. The buyer will also need the title (if one exists) or a form stating there is no title on file.
As the seller, you are no longer responsible for the trailer once you sign the bill of sale and hand over the keys. If the buyer does not register it right away and something happens — an accident, unpaid parking tickets, or damage — the bill of sale proves you are no longer the owner. That is why signing it matters: it is your legal record that the sale happened.
Bill of sale versus title — they are not the same thing
A bill of sale records that a sale took place. A title is a government document that says who legally owns the trailer. Some trailers have titles, and some do not — it depends on the trailer's age, weight, and your state's rules. A bill of sale is always needed, but a title may or may not exist.
If the trailer has a title, the seller must sign the back of it and hand it to the buyer. The buyer then takes both the title and the bill of sale to the motor vehicle office to register the trailer. If the trailer does not have a title, the bill of sale becomes the main document proving ownership changed hands. Either way, you need the bill of sale.
Common mistakes to avoid when filling out a bill of sale
Do not leave blanks. Fill in every field, even if you have to write "not applicable" or "unknown." Blank spaces can be filled in later by someone else, which defeats the purpose of having a signed record. Do not use white-out or cross out information — if you make a mistake, start over or have both parties initial the correction.
Do not sign the bill of sale without a witness or notary if your state requires one. Do not use a bill of sale form from a different state — your state's motor vehicle office may not accept it. Do not forget to write down the VIN or leave it incomplete. Do not hand over the keys or the trailer before both parties have signed and dated the document.
Frequently Asked Questions
Do I need a bill of sale if the trailer is a gift?
Yes. Even if no money changed hands, the person receiving the trailer needs a bill of sale to register it. Write the price as "$0" or "gift" and have both the giver and receiver sign it. Your state's motor vehicle office may ask for proof of the gift, so keep the bill of sale and any messages or documents that show it was given freely.
What if I lost the bill of sale after I already registered the trailer?
Contact your state's motor vehicle office and ask for a duplicate or a certified copy of your registration. The registration itself serves as proof of ownership. You can also ask the seller for another signed copy if you still have their contact information. Going forward, keep copies of all vehicle documents in a safe place.
Can I write a bill of sale on a blank piece of paper?
Yes, as long as it includes all the required information and is signed by both parties. However, using your state's official form or a standard template is safer because it is formatted the way the motor vehicle office expects. A handwritten bill of sale on blank paper will work, but it may slow down registration if the office has questions about whether all required fields are there.
What if the seller will not sign the bill of sale?
Do not hand over money or take possession of the trailer. A bill of sale signed by both parties is your only proof the sale happened. If the seller refuses to sign, the sale is not complete, and you have no legal claim to the trailer. Walk away and find a different trailer or seller.
Do I need to file the bill of sale with the government?
No. You bring the bill of sale to the motor vehicle office when you register the trailer, but you do not file it separately. The office will keep a copy with your registration. Keep your own copy at home for your records.