What a blank vehicle bill of sale is and when you need one
A blank vehicle bill of sale is a form you fill in yourself when you buy or sell a car, truck, motorcycle, or other vehicle from a private party — not a dealership. It documents the sale: who owned the vehicle, who owns it now, what they paid, and when the transfer happened. You fill in the blanks with the specific details of your transaction.
You need one when you're buying a used vehicle privately or selling one you own. The bill of sale protects both you and the buyer by creating a written record that the sale took place and at what price. It also serves as proof of ownership transfer when you go to your state's motor vehicle department to register the vehicle in the new owner's name.
Most states do not require a bill of sale by law, but your state's motor vehicle department may ask for one when you register the vehicle. Some states use their own official form; others accept any bill of sale that includes the required information. A blank form gives you flexibility to use whatever template your state accepts or that you and the other party agree on.
Key Takeaways
- A blank vehicle bill of sale is a form you complete with details about the buyer, seller, vehicle, and sale price when transferring ownership between private parties.
- You can read a blank template online, use your state's official form if one exists, or create your own as long as it includes the vehicle identification number (VIN), odometer reading, sale price, and signatures from both parties.
- Both the buyer and seller should sign and keep a copy of the completed bill of sale for their records and for presenting to the motor vehicle department.
- The bill of sale does not transfer the title itself — you still need to file the title transfer with your state's motor vehicle department, but the bill of sale is the document that proves the sale happened.
What information goes on a blank vehicle bill of sale
The bill of sale must include the seller's full name and address, the buyer's full name and address, and the date of the sale. It should also show the vehicle's year, make, model, and color so there is no confusion about which vehicle changed hands.
The most important piece of information is the Vehicle Identification Number (VIN), a 17-character code unique to that specific vehicle. You can find it on the driver's side of the dashboard (visible through the windshield), on the driver's side door jamb, or in your current title or registration. The bill of sale must also include the odometer reading at the time of sale — this protects the buyer by documenting the mileage and helps prevent odometer fraud.
The sale price must be stated clearly. Write out the dollar amount in both numbers and words (for example, "$5,500" and "Five thousand five hundred dollars") to prevent disputes later. If the vehicle is being given as a gift or transferred for no money, write "gift" or "$0" — do not leave this blank.
Both the seller and buyer must sign and date the bill of sale. Some states require the signatures to be notarized (witnessed and certified by a notary public), though most do not. Check your state's motor vehicle department website to see if notarization is required where you live.
Where to find a blank vehicle bill of sale template
Your state's motor vehicle department website often has an official bill of sale form you can read for free. Search "[your state] motor vehicle department bill of sale" or "[your state] DMV bill of sale" to find it. Using your state's official form removes any question about whether the document will be accepted when you register the vehicle.
If your state does not have an official form, you can read a blank template from legal document websites, your state bar association, or the Secretary of State's office. Many of these templates are free. Make sure the template includes all the required fields: seller name and address, buyer name and address, VIN, odometer reading, sale price, date, and signature lines for both parties.
You can also create your own bill of sale from scratch if you include all the necessary information. Write it on plain paper, type it, or fill in a template — as long as both parties sign it and it contains the required details, most states will accept it. The form does not need to be fancy or official-looking; it just needs to be complete and signed.
How to complete a blank vehicle bill of sale step by step
Step 1: Get the vehicle information. Before you meet to complete the sale, gather the VIN, current odometer reading, year, make, model, and color. If you are the buyer, ask the seller for these details ahead of time so you can verify them against the title or registration.
Step 2: Fill in the seller's information. Write the seller's full legal name (as it appears on the current title), mailing address, and phone number if the form has a space for it. Do the same for the buyer.
Step 3: Enter the vehicle details. Write the year, make, model, color, and VIN. Double-check the VIN against the title or registration to make sure it is correct — a mistake here can cause problems when registering the vehicle.
Step 4: Record the odometer reading and sale price. Write the exact mileage shown on the odometer at the time of sale. Write the sale price in both numbers and words. If there are any conditions (such as "sold as-is" or "with warranty"), add them to the form.
Step 5: Sign and date. Both the seller and buyer should sign the form in front of each other and write the date. If your state requires notarization, take the form to a notary public before or after signing. Many banks, libraries, and UPS stores offer notary services for a small fee.
Step 6: Make copies. The seller should keep one copy, the buyer should keep one copy, and you may want an extra copy to bring to the motor vehicle department when you register the vehicle.
What happens after you complete the bill of sale
The completed bill of sale is your proof that the sale took place, but it does not transfer the title. The buyer must take the bill of sale, the current title, and any other documents required by your state to the motor vehicle department to register the vehicle in their name. The seller must also sign the back of the title (or complete a title transfer form) to release ownership.
The timeline for registration varies by state. Some states require the new owner to register within a certain number of days (often 10 to 30 days) after the sale. Check your state's motor vehicle department website for the specific important date and required documents.
The seller should keep their copy of the bill of sale for their records. If there is ever a dispute about the sale or the condition of the vehicle, the bill of sale is proof of when and for how much the vehicle was sold. The buyer needs their copy to present at the motor vehicle department.
Common mistakes to avoid when filling out a blank bill of sale
Do not leave any blanks. Every field should be filled in — if a field does not explore, write "N/A" or draw a line through it. Blank spaces can be filled in later by someone else, which creates a security risk.
Do not guess at the VIN or odometer reading. These numbers must be exact. If you make a mistake, cross it out, write the correct information next to it, and have both parties initial the change. Do not use white-out or erasers, as this can raise questions about whether the document was altered.
Do not forget to sign and date. A bill of sale without signatures is not valid. Both the buyer and seller must sign — if only one person signs, it is not a complete agreement.
Do not assume the bill of sale transfers the title. It does not. The buyer still needs to file the title transfer with the motor vehicle department. The bill of sale is just the first step in the process.
Frequently Asked Questions
Can I use a bill of sale instead of transferring the title?
No. The bill of sale proves the sale happened, but the title must be transferred separately at the motor vehicle department. The buyer cannot legally own or register the vehicle without a title in their name. The bill of sale and the title transfer are two different documents that both need to be completed.
What if I lose my copy of the bill of sale after the sale?
If you are the seller, losing your copy does not affect the buyer's ability to register the vehicle — they have their copy. If you are the buyer and lose your copy before registering, ask the seller for another copy or contact the motor vehicle department to see if you can register without it. Some states allow registration with just the title; others require the bill of sale as well.
Do I need to notarize the bill of sale?
Most states do not require notarization, but some do. Check your state's motor vehicle department website or call them to ask. If notarization is required, you must have the signatures witnessed and certified by a notary public before the bill of sale is valid. If it is not required, you can skip this step.
Can I use a bill of sale for a motorcycle or ATV?
Yes. The same bill of sale process works for motorcycles, ATVs, boats, and other vehicles. The form is the same — you fill in the VIN (or hull identification number for boats), odometer reading, and sale details. Check your state's motor vehicle or wildlife department website for any vehicle-specific requirements.
What if the seller will not sign the bill of sale?
Do not complete the purchase. A bill of sale signed by both parties is your proof of ownership and protects you legally. If the seller refuses to sign, they may be trying to hide something or plan to dispute the sale later. Walk away from the transaction until the seller agrees to sign.