What a New York bill of sale is and when you need one
A bill of sale is a written record that you and another person have agreed to transfer ownership of a vehicle. In New York, it documents who owned the car, who owns it now, the vehicle's details, and the price paid. The state does not require a bill of sale to register a vehicle, but it serves as proof of the transaction if questions arise later — with insurance companies, the DMV, or in a dispute.
You need a bill of sale when you buy or sell a car, truck, motorcycle, or other motor vehicle in New York. The seller completes it, the buyer completes it, and both sign it. If you are trading in a vehicle at a dealership, the dealership handles the bill of sale. If you are buying or selling privately — between individuals — you create and sign one yourself.
The bill of sale protects both parties. It shows the buyer paid for the vehicle and the seller received payment, which matters if there is a lien on the car or if the title transfer gets delayed. It also creates a record of the sale price, which some insurance companies and the DMV may ask for.
Key Takeaways
- New York does not have an official state bill of sale form, so you can use a template from the DMV website, write one yourself, or use a form from a legal document service.
- The bill of sale must include the vehicle identification number (VIN), make, model, year, sale price, date of sale, and the printed names and signatures of both buyer and seller.
- Both the buyer and seller should keep a signed copy for their records before the title transfer is completed.
- The bill of sale is separate from the title transfer; you will still need to register the vehicle and transfer the title through the DMV.
What information to include on the bill of sale
The bill of sale must contain specific details about the vehicle and the transaction. Start with the vehicle identification number (VIN) — a 17-character code found on the driver's side dashboard, visible through the windshield, or on the title itself. Include the vehicle's year, make, model, and body type (sedan, truck, SUV, and so on). Add the current odometer reading and note whether the title is clean or has a salvage or rebuilt brand.
Next, write the sale price in both numbers and words — for example, "$5,000 (Five Thousand Dollars)" — to prevent later disputes. Include the date of the sale. Then add the seller's printed name, address, and signature, and the buyer's printed name, address, and signature. Some people also add the seller's driver's license number and the buyer's driver's license number for additional verification.
If the vehicle has a lien (meaning a bank or lender still owns part of it), note that on the bill of sale. Write the lender's name and the loan account number if you have it. This alerts the buyer that the title will not transfer until the lien is paid off.
Where to find a bill of sale form
New York does not publish an official bill of sale form. Instead, you have three options: use a template from the New York DMV website, create your own document, or purchase a form from a legal document service.
The New York DMV website offers sample forms and guidance on what a bill of sale should contain. You can read a template, fill it in by hand or on your computer, print it, and have both parties sign it. This is free and takes about ten minutes.
If you prefer not to search for a template, you can write a bill of sale from scratch. Open a word processor, type the heading "Bill of Sale," and include all the required information listed above. The form does not need to be fancy or use legal language — a straightforward, clear document that both parties sign works just as well.
Some people use forms from legal document services like LegalZoom or Rocket Lawyer, which charge a small fee but provide a polished, pre-written template. This is optional; the free DMV template or a handwritten version is equally valid in New York.
How to complete and sign the bill of sale
Fill in all blanks completely. Do not leave fields empty or write "N/A" unless the field truly does not explore (for example, if there is no lien). Use black or blue ink if you are writing by hand, and print clearly so there is no confusion about numbers or letters.
The seller fills in their information first and signs the document. Then the buyer fills in their information and signs. Both parties should sign in front of each other if possible, though New York does not require a notary or witness. However, having a third party present or getting the document notarized adds an extra layer of proof if the sale is ever questioned.
Make at least two copies — one for the seller and one for the buyer. Keep your copy in a safe place with your other vehicle documents. Do not send the original to the DMV; the bill of sale stays with you as proof of the transaction.
When to use the bill of sale in the title transfer process
After you sign the bill of sale, the buyer must transfer the title through the New York DMV. The buyer will need the signed bill of sale, the original title (signed by the seller), a completed process for Title (Form MV-82), proof of identity, and proof of New York residency. The bill of sale serves as supporting documentation that shows the transaction took place and at what price.
If the vehicle has a lien, the seller's lender must release the lien before the title can transfer. The bill of sale documents that the lien exists, but it does not remove it. The seller is responsible for paying off the loan and getting a lien release from the bank or credit union.
The buyer can begin the title transfer process as soon as the bill of sale is signed, but the DMV will not issue a new title until the lien is cleared. This is why noting the lien on the bill of sale is important — it sets expectations for both parties about what happens next.
Common mistakes to avoid
Do not leave the sale price blank or write "cash" without a dollar amount. The DMV and insurance companies need the actual price to process the registration and calculate taxes or fees. If the sale price is a gift or trade-in, write that clearly — for example, "No payment exchanged" or "Trade-in for 2015 Honda Civic" — but still document what the vehicle is worth for insurance purposes.
Do not sign the bill of sale before all blanks are filled in. Once both parties sign, the document is considered complete and binding. If you need to change something after signing, both parties must initial the change or create a new bill of sale.
Do not assume the bill of sale transfers the title. It does not. The title transfer is a separate process handled by the DMV. The bill of sale is proof that you agreed to the sale; the title is the legal ownership document. You must complete both.
Do not lose your copy. Keep it with your vehicle records, insurance documents, and registration. If a dispute arises months or years later, the bill of sale is your proof of when you bought or sold the vehicle and for how much.
What happens if there is a dispute after the sale
If a buyer claims the seller misrepresented the vehicle's condition or history, or if a seller claims the buyer never paid, the bill of sale is evidence of what was agreed to on the date of sale. It shows the price, the vehicle's details, and who signed. However, the bill of sale does not cover promises about the vehicle's condition unless those promises are written on the bill of sale itself.
If you want to document that the vehicle is sold "as-is" with no warranty, or that the seller disclosed a known problem, add that language to the bill of sale before signing. For example: "Vehicle sold as-is, no warranty" or "Seller discloses: transmission has known issue." Both parties should initial any added notes.
If a serious dispute arises and you cannot resolve it, the bill of sale may be used as evidence in small claims court or in a civil lawsuit. This is another reason to keep your signed copy and to make sure all details are accurate and complete at the time of signing.
Frequently Asked Questions
Does New York require a notary on a bill of sale?
No, New York does not require a notary or witness for a bill of sale to be valid. However, having the document notarized adds proof that both parties signed it willingly and that their identities were verified. If you expect the sale might be questioned later, notarization is worth the small cost.
What if I lose the bill of sale after I sell the car?
If you are the seller and lose your copy, you cannot get another one from the DMV because the bill of sale is a private document between you and the buyer, not a state record. Keep your copy in a safe place. If you need proof of the sale later, you can contact the buyer and ask for a copy, or you can check your bank records to show the payment was received.
Can I use a bill of sale from another state?
Yes, a bill of sale from another state is valid in New York as long as it contains all the required information: VIN, vehicle details, sale price, date, and signatures from both parties. However, you still need to follow New York's title transfer process through the DMV.
Do I need a bill of sale if I am inheriting a vehicle?
No, a bill of sale is for sales between parties, not for inheritances or gifts. If you inherit a vehicle, you will need a different form — typically an Affidavit of Heirship or a court document — to transfer the title. Contact the New York DMV for guidance on inheriting a vehicle.
What if the seller will not sign the bill of sale?
If the seller refuses to sign, do not complete the purchase. A bill of sale protects both of you, and a seller who will not sign is a red flag. The seller may be hiding a lien, an outstanding loan, or a salvage title. Walk away from the deal.