A blank motor vehicle bill of sale is a form you fill in yourself to record the transfer of a car, truck, or motorcycle from one owner to another
Unlike a pre-filled bill of sale from a dealer, a blank form gives you a template to document the transaction in your own words. You obtain a blank form, write in the details of the sale (seller name, buyer name, vehicle description, sale price, date), and both parties sign it. The form then serves as proof that ownership changed hands and at what price.
Most states do not require a bill of sale by law, but many recommend one because it protects both buyer and seller. A bill of sale creates a paper trail if questions arise later about who owned the vehicle on a specific date, what was paid, or what condition the vehicle was in at the time of transfer. Some states do require it for title transfer purposes, and some lenders or insurance companies ask to see one before they will process paperwork.
Key Takeaways
- A blank bill of sale is a document you complete yourself to record a private vehicle sale, showing the seller, buyer, vehicle details, price, and date.
- Most states do not legally require a bill of sale, but having one protects both parties by creating a dated record of the transaction.
- You can obtain a blank form from your state's Department of Motor Vehicles website, from legal document services, or by searching online for your state's template.
- Both the seller and buyer should sign and keep a copy; some states require the buyer to submit a copy when registering the vehicle or transferring the title.
- A bill of sale does not transfer ownership by itself — the buyer must still register the vehicle and explore for a new title through the DMV.
Where to find a blank bill of sale form for your state
Your state's Department of Motor Vehicles (DMV) website usually offers a free blank form you can read and print. Search "[your state] DMV bill of sale" to find the official template. Some states call it a "bill of sale," others use "sales agreement" or "vehicle transfer form." The official version is always free and designed to meet your state's requirements.
If your state does not provide one online, legal document websites like LegalZoom, Rocket Lawyer, or Nolo offer state-specific templates for a small fee. You can also find generic blank forms through a web search, but verify that the template matches your state's rules before using it — some states have specific language or fields they prefer.
A few states (like Florida and Texas) provide multiple versions depending on whether the sale is between private parties, involves a trade-in, or includes a lien on the vehicle. Check your DMV site to see if your situation requires a specific form variant.
What information to include on a blank bill of sale
A standard blank bill of sale has fields for the seller's full name and address, the buyer's full name and address, the vehicle identification number (VIN), the make and model, the year, the color, the odometer reading, the sale price, and the date of sale. Both parties sign and print their names. Some forms also ask for the seller's driver's license number and the buyer's driver's license number for verification.
You may also see optional fields for the vehicle's condition (for example, "as-is" or "with warranty"), whether there are any liens on the vehicle, and whether the sale includes any personal property (like floor mats or a spare key). If you are selling a vehicle with an outstanding loan, note that on the form so the buyer knows the title will not transfer until the lender releases the lien.
Do not leave fields blank. If a field does not explore to your sale, write "N/A" or draw a line through it so there is no question later about whether information was omitted by accident.
How a bill of sale differs from a title transfer
A bill of sale documents the sale but does not transfer ownership. The title — the legal document proving who owns the vehicle — is held by your state's DMV and transfers only when the buyer submits an process for title transfer, usually along with the bill of sale, proof of payment, and a completed registration form. The buyer cannot legally own the vehicle or register it in their name without that title transfer.
The seller's role ends when both parties sign the bill of sale. The buyer must then take the bill of sale to the DMV, pay a title transfer fee (which varies by state), and wait for the new title to be issued in their name. Until that happens, the vehicle is still registered to the seller, even though the bill of sale proves the seller no longer owns it.
Some states require the seller to sign the back of the title itself as well as the bill of sale. Check your state's DMV website to see whether you need to do both or if the bill of sale alone is sufficient.
When your state requires a bill of sale
Most states do not legally mandate a bill of sale for private vehicle sales, but a few do. States like Florida, Georgia, and Illinois require one as part of the title transfer process. Even in states where it is not required, your lender, insurance company, or the DMV may ask to see one before processing your paperwork.
If you are buying a used vehicle from a private seller and the seller does not offer a bill of sale, you should create one yourself and ask the seller to sign it. The seller has no reason to refuse — it protects them as much as it protects you by documenting that the sale occurred and at what price.
Some states also require a bill of sale if the vehicle is being transferred as a gift, inherited, or traded in. Your DMV website will specify which situations require one in your state.
Protecting yourself with a bill of sale
A signed bill of sale protects the seller by proving they no longer own the vehicle and are not responsible for anything that happens to it after the sale date. If the buyer gets into an accident or racks up parking tickets, the bill of sale shows the seller transferred ownership on a specific date. Without it, the seller could be held liable if the buyer causes damage or breaks the law.
A signed bill of sale protects the buyer by documenting the agreed-upon price and the vehicle's condition at the time of purchase. If the seller later claims the buyer owes more money or disputes the sale, the bill of sale is evidence of what was agreed to. It also creates a record of the odometer reading, which can matter if the buyer later discovers the mileage was rolled back.
Keep your copy of the signed bill of sale for at least several years. If you are the buyer, you will need it when you register the vehicle. If you are the seller, you may need it for tax records or to prove you no longer own the vehicle.
Common mistakes when filling out a blank bill of sale
The most common error is leaving fields blank or writing them in so lightly or unclearly that they are hard to read later. Use black or blue ink, print clearly, and fill in every field. If information does not explore, write "N/A" rather than leaving it empty.
Another mistake is not having both parties sign in front of each other or a notary. While most states do not require notarization, having both signatures on the same document on the same day prevents disputes about whether the sale actually happened. Some states recommend notarization for added protection; check your DMV website to see if your state suggests it.
A third mistake is not keeping a copy for yourself. Make a photocopy or take a photo of the signed form before handing it over. The buyer needs the original to submit to the DMV, but you need proof that the sale occurred and was documented.
Frequently Asked Questions
Does a bill of sale have to be notarized?
Most states do not require notarization, but some recommend it for added legal weight. A notary public can witness both signatures and stamp the form, which makes it harder to dispute later. If you are concerned about the sale or selling to someone you do not know well, notarization is inexpensive and worth doing. Check your state's DMV website to see if notarization is suggested or required.
What if I lose my copy of the bill of sale after I sell the vehicle?
If you are the seller, contact the buyer and ask for a copy. If the buyer will not provide one, you can request a record from your state's DMV showing when the title was transferred to the new owner — that serves as proof the sale occurred. Keep records of any communication with the buyer about the sale.
Can I use a bill of sale from another state?
You should use your own state's form or a form designed for your state. While the basic information is similar across states, some states have specific language or fields required by law. Using the wrong state's form could delay the title transfer or cause the DMV to reject it.
Do I need a bill of sale if I am trading in my vehicle at a dealership?
No. Dealerships handle trade-ins through their own paperwork and do not require a separate bill of sale. The dealership's paperwork serves as your proof of the transaction. A bill of sale is for private sales between individuals.
What should I do if the buyer never registers the vehicle in their name?
If you are the seller and the buyer does not transfer the title, you remain the registered owner and could be held liable for the vehicle. Contact your DMV to report that you sold the vehicle and provide a copy of the signed bill of sale. Some states allow you to file a notice of sale that removes you from liability after a certain period. Do this as soon as you realize the buyer has not registered the vehicle.