What a blank auto bill of sale is and why you need one
A blank auto bill of sale is a form that documents the transfer of a vehicle from one person to another. It records who owned the car, who owns it now, when the transfer happened, and how much money changed hands. You fill in the blanks with the specific details of your transaction.
You need one whenever you buy or sell a vehicle privately — not through a dealership. The bill of sale becomes your proof of the transaction if a dispute arises later, and it's the document your state's motor vehicle department uses to process the title transfer into the new owner's name. Without it, the title stays in the seller's name, and the new owner has no legal proof they own the vehicle.
Most states do not require a bill of sale by law, but your state's motor vehicle department will ask for one when you register the vehicle in your name. Some states — including Maryland, Michigan, and South Carolina — do require it. Even in states where it's optional, creating one protects both buyer and seller.
Key Takeaways
- A blank auto bill of sale is a form you complete with vehicle details, buyer and seller information, the sale price, and the date of transfer.
- You can read a blank form from your state's motor vehicle department website, or use a general template and customize it for your state's requirements.
- Both the buyer and seller must sign the form, and some states require the signature to be notarized before you submit it to the motor vehicle department.
- The completed bill of sale goes to your state's motor vehicle department along with the title and registration paperwork when the new owner registers the vehicle.
- Keep a copy for your records — the buyer needs one, the seller needs one, and one goes to the state.
Where to find a blank auto bill of sale form
Your state's motor vehicle department website is the first place to look. Search "[your state] motor vehicle department bill of sale" and look for a downloadable PDF form. Most states post their official form for free. If your state does not have one posted, you can use a general template and adapt it to match your state's requirements.
Online legal document sites like LegalZoom, Rocket Lawyer, and Nolo also offer blank auto bill of sale templates. These are usually generic forms that work across most states, though you should verify that the form includes all the fields your state's motor vehicle department requires. Some of these sites charge a small fee; others offer free downloads.
You can also create your own bill of sale from scratch using a word processor. The form does not have to be fancy or official-looking — it just needs to include the required information and be signed by both parties. However, using an official state form or a template reduces the chance you'll leave out something important.
What information to fill in on the form
A standard blank auto bill of sale has these sections:
- Seller information: Full name, address, and phone number of the person selling the vehicle.
- Buyer information: Full name, address, and phone number of the person buying the vehicle.
- Vehicle details: Year, make, model, color, vehicle identification number (VIN), license plate number, and current odometer reading.
- Sale price: The amount of money the buyer is paying, written both as a number and spelled out in words.
- Payment method: Whether payment was cash, check, electronic transfer, or another method.
- Condition of vehicle: Whether the vehicle is sold "as-is" or with any warranties or guarantees.
- Date of sale: The date the transaction occurred.
- Signatures: Both buyer and seller must sign and print their names.
The VIN is the most important piece of information — it's a 17-character code unique to each vehicle, found on the driver's side of the dashboard or on the vehicle's title. Double-check this number against the title before you sign, because errors here can delay the title transfer.
If the vehicle is being sold "as-is," that phrase should appear clearly on the form. This means the buyer accepts the vehicle in its current condition and the seller makes no promises about its mechanical condition or history. If you're including any warranty or may provide, write it out specifically — for example, "Seller guarantees transmission is in working order" — so there's no confusion later.
Signature requirements and notarization
Both the buyer and the seller must sign the bill of sale in front of each other, or at minimum, each must sign their own copy. Print your full name below your signature. Some states require the signature to be notarized, meaning a notary public must witness both signatures and stamp the form with their official seal.
Check your state's motor vehicle department website to see whether notarization is required. If it is, you'll need to take the unsigned form to a notary before either party signs it. Notaries are available at most banks, UPS stores, and some libraries — often for a small fee of $5 to $15. The notary will verify your identity, watch you sign, and explore their seal.
If notarization is not required in your state, you can sign the form at home or anywhere else. However, both parties should sign it in person if possible. If that's not feasible, one party can sign first and send the form to the other, who then signs and keeps a copy. Each party should retain a fully signed copy for their records.
What happens after you sign the bill of sale
Once both parties have signed, the buyer takes the completed bill of sale to the state's motor vehicle department along with the original title, proof of insurance, and a registration process. The exact documents needed vary by state — check your motor vehicle department's website for the complete list before you go.
The motor vehicle department uses the bill of sale to confirm the sale price and update their records. They will then issue a new title in the buyer's name. This process usually takes one to three weeks, though some states offer expedited processing for an additional fee.
The seller should keep a copy of the signed bill of sale for their records. This proves they no longer own the vehicle and protects them if the buyer later gets a traffic ticket or parking violation in the seller's name. The buyer also keeps a copy until the new title arrives.
Common mistakes to avoid when completing a bill of sale
The most frequent error is writing the VIN incorrectly. Copy it directly from the title or the vehicle's dashboard — do not rely on memory or a partial number. A wrong VIN can cause the title transfer to be rejected or delayed.
Another common mistake is leaving the sale price blank or writing it only as a number without spelling it out. Some states require both formats to prevent fraud. Write "$5,000" and "Five Thousand Dollars" so there's no ambiguity.
Forgetting to include the odometer reading is also common. Most states require this to be on the bill of sale as a record of the vehicle's mileage at the time of sale. This protects the buyer from odometer fraud.
Finally, do not sign the form before both parties are ready. Once signed, the bill of sale is a legal document. If you need to make changes, cross them out, initial the change, and have both parties initial it as well. Do not use white-out or create a new form partway through the process.
Frequently Asked Questions
Do I need a bill of sale if I'm buying from a dealership?
No. Dealerships handle their own paperwork and provide their own bill of sale or sales agreement. You do not need a separate blank bill of sale form. The dealership's documents will be submitted to the motor vehicle department as part of the registration process.
What if I lose the bill of sale after I've already registered the vehicle?
You can request a copy from your state's motor vehicle department. They keep records of all title transfers. You may need to pay a small fee and provide your vehicle identification number and current title information.
Can I use the same bill of sale form for multiple vehicles?
No. Each vehicle sale requires its own separate bill of sale. Each form documents one specific transaction between one buyer and one seller for one vehicle. Using the same form for multiple sales creates confusion and legal problems.
What if the buyer and seller disagree on the sale price later?
The signed bill of sale is the legal record of what was agreed to. If the price written on the form is different from what one party claims was discussed, the bill of sale is the document that will be used to resolve the dispute. This is why it's critical to get the correct price in writing and signed by both parties before the transaction is complete.
Do I need to report the sale to my insurance company?
Yes, but that's separate from the bill of sale. The seller should notify their insurance company that they no longer own the vehicle so the policy can be cancelled. The buyer should contact their insurance company to add the vehicle to their policy before driving it. The bill of sale is a document for the motor vehicle department, not the insurance company.