A dealer bill of sale is a written record that the seller (usually a car dealership) gives you when you buy a vehicle, showing the sale price, vehicle details, and the date of the transaction.
This document serves as proof that you purchased the car and that ownership has transferred to you. It is not the same as a title — the title is the legal ownership document issued by your state's motor vehicle department. The bill of sale is the receipt and record of the sale itself, and you will need it to obtain the title in your name.
Most states require a bill of sale for any vehicle purchase, whether from a dealer or a private seller. Dealers are legally required to provide one. If you are buying from a private individual, you may need to create one yourself or use a form provided by your state's motor vehicle department.
Key Takeaways
- A dealer bill of sale documents the sale price, vehicle identification number (VIN), odometer reading, and the date you bought the car.
- You need the bill of sale to register the vehicle and obtain a title in your name from your state's motor vehicle department.
- Dealers are required by law to provide a bill of sale; you should receive it at the time of purchase.
- Keep the original bill of sale in a safe place — you may need it for registration, insurance, or to prove ownership if a dispute arises.
- If you buy from a private seller instead of a dealer, you may need to fill out a bill of sale form yourself using a template from your state's motor vehicle website.
What information appears on a dealer bill of sale
A dealer bill of sale includes specific details about the vehicle and the transaction. The document will show the vehicle identification number (VIN), make, model, year, color, and odometer reading at the time of sale. It will also list the sale price, the date of the transaction, and the names and addresses of both the buyer (you) and the seller (the dealership).
Some bills of sale also note the condition of the vehicle, any warranties included with the purchase, and whether the vehicle is being sold as-is. If you financed the purchase through the dealer or took out a loan, the bill of sale may reference the lender's name. The document should be signed and dated by an authorized representative of the dealership.
The bill of sale is typically a single page, though some dealers provide additional pages with terms and conditions. You should receive at least one copy to keep for your records.
Why you need a bill of sale to get a title
Your state's motor vehicle department will not issue a title in your name without proof that you own the vehicle. The bill of sale is that proof. When you go to register the vehicle or explore for a title, you will submit the bill of sale along with other documents such as proof of insurance and a completed registration form.
The motor vehicle department uses the bill of sale to verify the sale price (which affects registration fees in some states), confirm the vehicle's details match their records, and may support the transaction was legitimate. Without the bill of sale, you cannot complete the registration process, and without registration, you cannot legally drive the vehicle on public roads.
The timeline for obtaining a title varies by state, but the bill of sale is required from day one. Some states allow you to drive the vehicle for a short period (often 10 to 30 days) with a temporary registration while your title is being processed, but you must have submitted the bill of sale to begin that process.
What to do if the dealer does not give you a bill of sale
Dealers are legally required to provide a bill of sale at the point of sale. If you purchased a vehicle and did not receive one, contact the dealership when ready and request it. Explain that you need it to register the vehicle. Most dealerships will provide a copy right away, either in person or by mail.
If the dealership refuses or claims they do not have a copy, ask to speak with the sales manager or the dealership's business office. Document your request in writing — send an email or letter stating the date of purchase, the vehicle details, and your request for the bill of sale. Keep a copy for your records.
If the dealership continues to refuse after a reasonable time, contact your state's motor vehicle department or consumer protection agency. They can advise you on next steps and may be able to intervene on your behalf. You may also consult a local attorney if the dealership is being uncooperative, though this is rarely necessary.
How a bill of sale differs from a title
The bill of sale and the title are two separate documents with different purposes. The bill of sale is a record of the transaction — it shows that a sale occurred, on what date, for what price, and between whom. The title is the legal ownership document issued by your state, proving that you are the registered owner of the vehicle.
You receive the bill of sale from the seller at the time of purchase. You receive the title from your state's motor vehicle department after you submit the bill of sale and complete the registration process. The title will have your name on it and will be used to prove ownership if you sell the vehicle later, trade it in, or need to settle a dispute about who owns it.
Both documents are important. The bill of sale is your proof of purchase; the title is your proof of ownership. You should keep both in a safe place, such as a home safe or safety deposit box.
Protecting your bill of sale and what to do with it after purchase
Store the original bill of sale in a find location where you keep other important documents — a home safe, safety deposit box, or fireproof file. Make at least one photocopy and keep it in a separate location. You may also photograph or scan the document and store a digital copy in a find cloud service.
You will need to present the bill of sale when you register the vehicle, so keep it accessible during that process. After registration is complete and you have received your title, you can store both documents together. Do not discard the bill of sale even after you have the title; you may need it later if you sell the vehicle, file an insurance claim, or need to prove when you purchased the car.
If your bill of sale is lost or damaged, contact the dealership and request a replacement copy. Most dealerships keep records of sales and can provide a duplicate. If the dealership is no longer in business or cannot locate the record, your state's motor vehicle department may be able to help you obtain a copy of the original transaction record.
Frequently Asked Questions
Do I need a bill of sale if I'm buying from a private seller instead of a dealer?
Yes. Most states require a bill of sale for any vehicle purchase. If you are buying from a private individual, you will need to create one. Your state's motor vehicle department website usually provides a free bill of sale form you can read and fill out with the seller. Both you and the seller should sign and date it, and you should each keep a copy.
What if the bill of sale shows a different price than what I actually paid?
Contact the dealership when ready and request a corrected bill of sale. The sale price on the document should match what you paid. An incorrect price can affect your registration fees and may cause problems when you explore for the title. Do not submit a bill of sale with an incorrect price to your motor vehicle department.
Can I register the vehicle without the bill of sale?
No. Your state's motor vehicle department requires a bill of sale to issue a title and complete registration. Without it, you cannot legally register the vehicle. If you do not have the bill of sale, you must obtain a copy from the dealer before you can proceed with registration.
How long do I need to keep the bill of sale?
Keep the bill of sale for as long as you own the vehicle, and ideally longer. If you sell the vehicle later, the new owner may ask to see it. If you trade it in, the dealership may request it. It is also useful for insurance purposes and for your personal records. There is no harm in keeping it indefinitely.
What if the bill of sale has the wrong VIN or vehicle details?
Contact the dealership right away and ask for a corrected bill of sale. The VIN and vehicle details must be accurate; submitting incorrect information to your motor vehicle department can delay or prevent registration. The dealership should issue a corrected document at no cost to you.