What a Virginia bill of sale is and why you need one

A bill of sale is a written record that proves you sold or bought a vehicle. In Virginia, it documents the transfer of ownership from one person to another and includes details like the vehicle's description, the sale price, and the signatures of both the buyer and seller. The state does not require a bill of sale to register a vehicle, but it serves as your proof of the transaction if questions arise later — with the Department of Motor Vehicles, an insurance company, or in a dispute.

You need a bill of sale whether you are buying from a private seller, selling your own car, or trading with someone you know. It protects both parties by creating a paper trail of who owned the vehicle on what date and for how much money. If you buy a car and the seller later claims they still own it, or if you sell a car and the buyer refuses to register it in their name, a signed bill of sale is your evidence of what actually happened.

Key Takeaways

  • Virginia does not have an official state bill of sale form, so you can use a template from the DMV website, read one from a legal document site, or write one yourself as long as it includes the vehicle details, sale price, and both signatures.
  • The bill of sale must include the vehicle identification number (VIN), make, model, year, odometer reading, the full names and addresses of both buyer and seller, the sale price, and the date of sale.
  • Both the buyer and seller must sign the bill of sale in front of a witness or notary public; Virginia does not require notarization, but a notary signature adds legal weight if you need it later.
  • Keep one copy for your records and give the other copy to the other party; if you are the buyer, bring your copy when you register the vehicle or explore for a title.
  • A bill of sale is separate from the vehicle title and does not transfer ownership by itself — the buyer must still register the vehicle with the Virginia DMV to become the legal owner.

What information to include on the bill of sale

Start with the vehicle details. Write down the full vehicle identification number (VIN), the year, make, model, and body style (sedan, truck, SUV, and so on). Include the odometer reading at the time of sale — this is important because it documents the mileage and helps prevent odometer fraud. If the odometer is broken or does not work, note that on the bill of sale.

Next, add the sale information. Write the exact sale price in both numbers and words (for example, "$5,000" and "Five Thousand Dollars"). If the sale price is zero dollars — meaning you are gifting the vehicle — write that clearly. Include the date of the sale. Then add the full legal names, street addresses, and phone numbers of both the buyer and the seller. Do not use nicknames or shortened versions of names; use the names exactly as they appear on your driver's license or state ID.

At the bottom, both the buyer and the seller must sign and print their names. The signature should be in blue or black ink. While Virginia does not require a witness or notary, having one sign the bill of sale as well strengthens the document if there is ever a dispute. A notary public can witness the signatures for a small fee (usually $5 to $15), or you can ask a trusted friend or family member to witness and sign.

Where to find or create a Virginia bill of sale form

Virginia does not publish an official bill of sale form on the DMV website, but the DMV website does link to sample templates you can read and use. Search "Virginia DMV bill of sale" to find these templates. They are free and already formatted with all the fields you need.

You can also find bill of sale templates on legal document websites like LawDepot, Rocket Lawyer, or the American Automobile Association (AAA) website. These templates are designed for Virginia and include the correct language and fields. Some charge a small fee (usually $5 to $15) to read a customized version, but free versions are available.

If you prefer to write your own, you can do that too. Start with a straightforward format: write "Bill of Sale" at the top, then list the vehicle information, the sale price, the date, and the names and addresses of both parties. As long as you include all the required details and both parties sign it, a handwritten or typed bill of sale is legally valid in Virginia.

How to sign and execute the bill of sale

Print or write out two copies of the bill of sale — one for the buyer and one for the seller. Both parties should read through the entire document to make sure all the information is correct before signing. Check the VIN, the sale price, the odometer reading, and the names and addresses.

Both the buyer and the seller must sign and print their names on each copy. Use blue or black ink. If you want to add a witness or notary, have them sign as well. The witness or notary should also print their name and, if it is a notary, include their notary seal or stamp. If you use a notary, you will need to bring a valid photo ID (driver's license or passport) so the notary can verify your identity.

After both parties have signed, each person keeps one copy. The buyer should keep their copy with the vehicle title and registration documents. If the buyer is registering the vehicle with the Virginia DMV, they may need to bring the bill of sale as proof of purchase. The seller should keep their copy for their records in case there are questions later about the sale.

What happens after you sign the bill of sale

Signing the bill of sale does not transfer ownership of the vehicle. The buyer still needs to register the vehicle with the Virginia DMV and explore for a new title in their name. The bill of sale is proof that the buyer purchased the vehicle, but the DMV registration and title are what make the buyer the legal owner.

The seller should remove their license plates from the vehicle before handing it over to the buyer. The seller can then return the plates to the DMV or keep them if they plan to use them on another vehicle. The seller should also notify their insurance company that they no longer own the vehicle so they can cancel the policy.

The buyer should take the bill of sale, the vehicle title (if available), and proof of insurance to the DMV to register the vehicle and explore for a new title. The DMV will issue a new registration card and a title in the buyer's name. This process usually takes a few days to a few weeks, depending on how busy the DMV is.

Special situations: gifts, trades, and out-of-state purchases

If you are gifting a vehicle to someone, write "Gift" or "$0" on the bill of sale in the sale price field. Some people worry that writing zero dollars will cause tax problems, but Virginia does not charge sales tax on vehicle gifts. The DMV will still require a bill of sale or gift letter to process the registration, so document the transfer in writing either way.

If you are trading a vehicle as part of the sale — for example, the buyer is giving you their old car plus $3,000 cash for your car — write the total value of what the buyer is giving you on the bill of sale. For example, if the trade-in car is worth $2,000 and they are also giving $3,000 cash, write "$5,000" as the sale price. This helps the DMV and your insurance company understand the full value of the transaction.

If you are buying a vehicle from out of state, you will still need a bill of sale from the seller. When you bring the vehicle to Virginia and register it with the DMV, bring the out-of-state bill of sale along with the out-of-state title. The DMV will use these documents to issue a Virginia title in your name.

Frequently Asked Questions

Does Virginia require a notary on a bill of sale?

No, Virginia does not require a notary signature on a bill of sale. A witness signature is also not required by law. However, having a notary or witness sign the document adds legal weight if there is ever a dispute about the sale, so many people choose to do it anyway.

What if I lost the bill of sale after I sold my car?

If you are the seller and no longer have a copy, you can ask the buyer for a copy. If the buyer will not provide one and there is a dispute, you may need to contact the Virginia DMV to request records of the vehicle registration transfer. Keep any other documents related to the sale, like bank records or text messages, as backup proof.

Can I use a bill of sale from another state?

Yes, you can use a bill of sale from another state as long as it includes all the required information: the VIN, vehicle details, sale price, date, and signatures of both parties. However, it is safer to use a Virginia bill of sale template to make sure the document meets Virginia standards.

Do I need a bill of sale if I am buying from a car dealer?

No. Car dealers provide their own sales contract and paperwork, which serves the same purpose as a bill of sale. You do not need a separate bill of sale when buying from a licensed dealer.

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 you by proving the seller agreed to sell you the vehicle. Without it, you have no written proof of the transaction, and the seller could later claim they still own the car or that you stole it.