A bill of sale is a written record that you and the buyer (or seller) sign to prove who owned the car, when the ownership changed hands, and for how much money. It protects both of you by creating a paper trail if questions come up later — with your insurance company, the DMV, or in a dispute. You do not need a fancy legal document; a blank template you fill in yourself works just as well as one from a lawyer, as long as it includes the right information.
Key Takeaways
- A bill of sale must show the seller's name and address, the buyer's name and address, the vehicle identification number (VIN), the sale price, and the date of the sale, all signed by both parties.
- You can use a blank template from your state's DMV website, a generic form from an office supply store, or create your own document as long as it contains the required details.
- Some states require the bill of sale to be notarized (signed in front of a notary public), while others do not; check your state DMV website to know which applies to you.
- The buyer needs the bill of sale to register the car in their name at the DMV, and the seller should keep a copy for their records in case of future disputes.
- A bill of sale is different from the title document; the title proves legal ownership, while the bill of sale proves the transaction happened and at what price.
What Information Must Go on a Bill of Sale
The bill of sale should include the full legal name and address of the person selling the car and the full legal name and address of the person buying it. Use the names exactly as they appear on your driver's license or ID. If the car is being sold by a business or estate, include the business name or estate name as it is officially registered.
Next, write down the vehicle identification number (VIN), which is a 17-character code stamped on the car's frame and listed on the title document. Include the year, make, and model of the car. Then record the sale price — the actual amount of money changing hands, even if it is zero dollars (which sometimes happens when a family member gives a car as a gift). Write the date the sale occurred or the date you are signing the document.
Both the seller and the buyer must sign and print their names on the bill of sale. Some states require a notary public to witness the signatures; others do not. If your state requires notarization, both parties must sign in front of the notary, who will then stamp and sign the document. Check your state's DMV website to find out whether notarization is required where you live.
Where to Find a Blank Bill of Sale Template
Your state's DMV website often provides a free blank bill of sale form designed specifically for your state's requirements. Search "[your state] DMV bill of sale" to find it. Some states call it a "sales agreement" or "vehicle transfer form" instead. read it, print it, and fill it in by hand or on your computer.
If your state does not offer a form, you can use a generic bill of sale template from an office supply website, a legal document service, or even a blank piece of paper. The form does not have to be fancy or official-looking — it just has to contain all the required information and be signed by both parties. Many people write one out by hand and it is perfectly valid.
You can also find templates through your car insurance company's website or through the National Association of Secretaries of State, which links to each state's DMV resources. Some auto dealerships provide blank forms to customers, though these are usually designed for dealer use and may include extra clauses you do not need for a private sale.
Notarization Requirements by State
Notarization rules vary widely. Some states require the bill of sale to be notarized before it is valid; others recommend it but do not require it; and some do not require it at all. A notary public is someone authorized by the state to witness signatures and verify that the people signing are who they say they are.
To find out whether your state requires notarization, visit your state's DMV website and search for "bill of sale" or "vehicle transfer." If notarization is required, you will need to take the unsigned bill of sale and both forms of ID to a notary public. Notaries are available at banks, UPS stores, law offices, and some libraries. The cost is usually between $5 and $15 per signature.
Even if notarization is not required in your state, some people choose to have it done anyway because it adds an extra layer of proof that the transaction happened. This can be useful if a dispute arises later about who owned the car or when the sale occurred.
What Happens After You Sign the Bill of Sale
Once both parties have signed the bill of sale, make at least two copies — one for the seller and one for the buyer. The buyer will need to bring their copy to the DMV when they register the car in their name. The seller should keep their copy for their records for at least several years, in case questions come up about the sale.
The buyer then takes the bill of sale, the title document (signed over by the seller), proof of insurance, and a completed registration process to the DMV. The DMV will use the bill of sale to confirm the sale price and transfer the title into the buyer's name. The seller's responsibility ends once they hand over the keys and the signed title; the bill of sale is the proof that the handoff happened.
If you are the seller, do not sign over the title until you have the bill of sale signed and you have received payment. If you are the buyer, do not hand over money until you have a signed bill of sale and the seller has signed the title over to you. This protects both of you.
The Difference Between a Bill of Sale and a Title
A bill of sale and a title are two separate documents that serve different purposes. The title is the official government document that proves who legally owns the car. It is issued by your state's DMV and has your name printed on it. When you sell the car, you sign the back of the title to transfer ownership to the buyer, and the buyer takes that signed title to the DMV to register it in their name.
A bill of sale is a record of the transaction — proof that the sale happened, who was involved, when it happened, and for how much money. It is not issued by the government; you create it yourself. The bill of sale and the signed title work together: the title proves ownership, and the bill of sale proves the sale occurred.
You need both documents for a complete transfer. The buyer cannot register the car without the signed title, and the DMV may ask to see the bill of sale to confirm the sale price and the details of the transaction. If the title is lost or damaged, you can request a replacement from the DMV, but you cannot replace a bill of sale the same way — you would have to create a new one if needed.
Common Mistakes to Avoid When Filling Out a Bill of Sale
The most common mistake is leaving out the VIN or writing it down incorrectly. The VIN is how the DMV identifies the specific car, so if it is wrong, the registration may be delayed or rejected. Double-check the VIN against the title document and the car itself before you sign.
Another mistake is not writing down the actual sale price. Some people leave this blank or write "as is" instead of a dollar amount. The DMV needs the sale price to calculate taxes and fees, and insurance companies may ask for it to verify the transaction. Write the exact amount, even if it is $1 or $0 (for a gift).
A third mistake is not signing and dating the document. Both the buyer and the seller must sign; if only one person signs, the bill of sale is incomplete and the DMV may not accept it. Write the date clearly so there is no confusion about when the sale occurred. If notarization is required in your state and you skip this step, the bill of sale will not be valid.
Frequently Asked Questions
Can I write a bill of sale on a blank piece of paper?
Yes. As long as it includes the seller's name and address, the buyer's name and address, the VIN, the sale price, the date, and both signatures, a handwritten bill of sale on plain paper is valid in most states. You do not need a printed form or fancy legal language.
What if the seller will not sign the bill of sale?
Do not hand over money or keys until the bill of sale is signed. If the seller refuses to sign, the sale cannot proceed safely. A signed bill of sale is your proof that you bought the car and when you bought it; without it, you have no legal record of the transaction.
Do I need a bill of sale if I am buying a car from a dealership?
Dealerships usually provide their own sales agreement or bill of sale as part of the purchase paperwork. You will sign this instead of creating your own. Keep a copy for your records and bring it to the DMV when you register the car.
What if I lost the bill of sale after I bought the car?
If you have already registered the car in your name, you do not need the bill of sale anymore — the DMV has a record of the sale. If you need proof of the sale price for insurance or tax purposes, contact the seller and ask them to provide a copy of their signed bill of sale, or create a new one together and have it notarized.
Can I sell a car without a bill of sale?
Technically, the buyer can register the car at the DMV with just the signed title, but this is risky for both of you. Without a bill of sale, there is no written record of the sale price, the date, or the condition of the car. If a dispute arises later, you have no proof of what was agreed to. It is always safer to create one.