What a bill of sale is and why you need one
A bill of sale is a written record that you sold something to someone else. It names the buyer, the seller, what was sold, the price paid, and the date of the sale. Both the buyer and seller sign it. A bill of sale protects both of you: it proves the buyer paid for the item, and it proves the seller no longer owns it.
You most commonly need a bill of sale when selling a vehicle, boat, motorcycle, or other titled property. Some states require it by law before you can transfer the title. Even when it is not legally required, a bill of sale is worth having because it settles disputes later — if the buyer claims the item was defective, or the seller claims they were never paid, the signed bill of sale is your evidence.
The good news is that you do not have to pay a lawyer or a document service to create one. Free templates exist that are legally valid in all 50 states, and filling one out takes 10 to 15 minutes.
Key Takeaways
- Free bill of sale templates are available from state government websites, the Secretary of State office, and general legal document sites like Rocket Lawyer and LawDepot, and they are legally valid without paying for them.
- The template you choose depends on what you are selling — vehicles, boats, and motorcycles often have state-specific forms, while general sales can use a basic template.
- You must fill in the buyer's name, seller's name, item description (including VIN or serial number if applicable), sale price, and date, then both parties sign in front of a witness or notary if your state requires it.
- After signing, keep one copy for your records and give one to the buyer; if the item is titled, send a copy with your title transfer paperwork to the state.
Where to find free bill of sale templates
Your state's Secretary of State office is the first place to check. Many states publish official bill of sale forms on their websites at no cost. Search "[Your State] Secretary of State bill of sale" and look for a PDF you can read. If your state has an official form, use it — it will include every field the state requires.
If your state does not publish one, or if you are selling something other than a vehicle, general legal document sites offer free templates. Rocket Lawyer, LawDepot, and Nolo all have free bill of sale templates that work in any state. These are not state-specific, but they cover the essential information that makes a bill of sale legally valid: who bought it, who sold it, what it was, how much was paid, and when.
For vehicles specifically, the DMV website in your state often has a bill of sale form you can read. Some states call it a "Notice of Sale" or "Vehicle Transfer Form." Check your state's DMV site before using a generic template, because vehicle sales sometimes have additional requirements like odometer readings or lien disclosures.
What information to include on the bill of sale
Every bill of sale must have the same core details. Fill in the seller's full name and address, the buyer's full name and address, the date of sale, and a clear description of what is being sold. For vehicles, include the year, make, model, color, and Vehicle Identification Number (VIN). For boats, include the hull identification number (HIN). For other items, describe them in enough detail that someone reading it years later would know exactly what was sold.
Write the sale price in both numbers and words — for example, "$5,000 (five thousand dollars)" — to prevent disputes about the amount. If the item is being sold as-is with no warranty, many templates include a line for that; check the box or write it in. If there is a lien on the vehicle (meaning a bank or lender still owns part of it), that must be disclosed on the bill of sale.
Some states require the bill of sale to be notarized, meaning a notary public must witness both signatures. Check your state's DMV or Secretary of State website to see if notarization is required for what you are selling. If it is, you will need to sign the bill of sale in front of a notary, who will stamp and sign it themselves. Notary services are usually available at banks, UPS stores, and some libraries for a small fee, but that is separate from the bill of sale template itself, which remains free.
How to fill out and sign the bill of sale
Print the template or open it in a word processor and type the information directly. Write or type clearly — if someone has to guess what a field says, it creates problems later. Fill in every blank. If a field does not explore (for example, "lien holder" when there is no lien), write "none" rather than leaving it blank.
Both the buyer and seller must sign and date the bill of sale. Some templates ask for printed names as well as signatures. If your state requires a witness, have a third person watch both of you sign and then sign the witness line themselves. If your state requires notarization, do not sign until you are in front of the notary — they need to watch you sign.
Make three copies: one for the seller, one for the buyer, and one to send with the title transfer paperwork if the item is titled. Do not rely on one original — if it gets lost or damaged, you have no proof of the sale.
State-specific requirements you should know
Most states accept a basic bill of sale for general items, but vehicle and boat sales often have additional rules. Some states require the odometer reading on a vehicle bill of sale. Others require disclosure of any known defects. A few states require the bill of sale to be filed with the DMV along with the title transfer, while most just ask you to keep it for your records.
The safest approach is to read your state's official form if one exists, because it will include every requirement your state has. If you use a generic template instead, search "[Your State] bill of sale requirements" to see if there are any special rules you need to follow. Most of the time a basic template works fine, but 10 minutes of research before you sign is worth it.
What happens after you sign
Once both parties have signed, the bill of sale is complete and legally valid. The buyer now has proof they own the item, and the seller has proof they no longer do. If the item is titled (a vehicle, boat, or motorcycle), the seller must transfer the title to the buyer through the state DMV or equivalent agency. The bill of sale is usually submitted along with the title transfer form.
Keep your copy of the signed bill of sale in a safe place. If a dispute arises later — the buyer claims the item broke down when ready, or the seller claims they were never paid — the signed bill of sale is your evidence. It is not a warranty (it does not promise the item works), but it is proof of who owned it and when ownership changed hands.
Frequently Asked Questions
Do I need a bill of sale if I am selling a car to a family member?
Yes. Even between family members, a bill of sale protects both of you. It proves the buyer paid for the car and the seller no longer owns it, which matters if there is an accident, a loan default, or a dispute about the condition of the car later. Your state's DMV will also require it when you transfer the title.
Can I use a bill of sale template from another state?
A basic bill of sale template from another state will usually work, because the core information is the same everywhere. However, your state may have specific requirements — for vehicles, some states require odometer readings or lien disclosures that a generic template might not include. Check your state's Secretary of State or DMV website first to see if an official form exists.
What if the buyer or seller cannot sign their name?
If someone cannot write, they can make an X or thumbprint instead, but it must be witnessed by at least one other person who signs the bill of sale confirming they saw the mark made. Some states have specific rules about this, so check your state's requirements before you proceed.
Does a bill of sale replace the title transfer?
No. A bill of sale proves the sale happened, but it does not transfer ownership of a titled item like a vehicle or boat. You must also complete a title transfer through your state's DMV or equivalent agency. The bill of sale is usually submitted with the title transfer paperwork, but they are two separate documents.
Can I print a bill of sale and fill it out by hand?
Yes. Handwritten bill of sales are legally valid as long as both parties sign and date it. Typing is clearer and easier to read later, but handwriting works fine. Make sure the handwriting is legible and both signatures are clear.