What a printable auto bill of sale does and where to find one
A bill of sale is a written record that you sold a car to someone else, or that someone sold a car to you. It shows the date, the vehicle details (make, model, year, VIN), the price paid, and the names and signatures of both the buyer and seller. When you print and sign one, you have proof of the transaction — useful if a dispute arises later, if the buyer claims they never received the car, or if you need to show the title office that you no longer own the vehicle.
Free printable versions are available from several sources. Your state's Department of Motor Vehicles (DMV) or Secretary of State website often publishes an official template. Legal document sites like LawDepot, Rocket Lawyer, and Nolo offer free versions you can read as a PDF and print at home. Some banks and credit unions that handle auto loans also provide templates to their members. The key difference is that an official state template matches your state's requirements exactly, while generic templates work in most places but may lack state-specific language.
Key Takeaways
- A bill of sale is a paper record of who bought and sold a car, for how much, and when — it protects both buyer and seller if questions arise later.
- Your state's DMV or Secretary of State website usually has a free official template that meets your state's legal requirements.
- Generic free templates from legal sites work in most states but may not include state-specific clauses or language your title office prefers.
- Both the buyer and seller must sign and date the bill of sale, and each should keep a copy for their records.
- A bill of sale does not transfer the title itself — you still need to file the title transfer with your state's motor vehicle office.
How to find your state's official template
Start by visiting your state's DMV or Secretary of State website and searching for "bill of sale" or "vehicle bill of sale." Most states publish a PDF you can read free. The URL usually follows a pattern like dmv.[state].gov or sos.[state].gov. If the search does not turn up a result, try calling your local DMV office — staff can often email or mail you the form, or tell you exactly what information must appear on any bill of sale in your state.
Some states do not publish a single official form but instead describe what must be included in a bill of sale (buyer name, seller name, vehicle VIN, sale price, date, and signatures). In those cases, a generic template will work as long as it contains all required elements. A few states, like Florida and Texas, have specific forms with particular wording; using the state form reduces the chance of a title office rejecting it later.
What information to include on the bill of sale
Every bill of sale should contain the seller's full name and address, the buyer's full name and address, the vehicle identification number (VIN — found on the dashboard or title), the vehicle make, model, and year, the sale price in dollars, and the date of the sale. Both parties must sign and print their names. Some templates ask for the odometer reading at the time of sale, which protects the buyer against odometer fraud and is required in some states.
If the sale includes a trade-in, a warranty disclaimer, or a note that the car is sold "as-is," those details can be added to the bill of sale. Some buyers and sellers also note whether the sale included any repairs the seller promised to make after the handoff, or whether the buyer is taking the car with known mechanical issues. These additions protect both parties by creating a written record of what was and was not included in the deal.
Printing and signing the bill of sale
Print the bill of sale on standard white paper — most title offices do not require a specific paper type. Both the buyer and seller should sign and date the document in front of each other if possible. Some states allow notarization (having a notary public witness the signatures), and a few states require it; check your state's DMV website to see if notarization is mandatory or just recommended. If notarization is required and you do not have it, the title office may reject the bill of sale when you file the title transfer.
Make at least two copies — one for the buyer and one for the seller. If you are financing the car through a bank or credit union, the lender may ask for a copy as well. Keep your copy in a safe place, along with the title and any warranty or repair records. The bill of sale does not expire, so you can store it with your vehicle records indefinitely.
How the bill of sale connects to the title transfer
The bill of sale and the title are two separate documents. The bill of sale proves the transaction happened; the title is the legal ownership document issued by your state. After you sign the bill of sale, the seller must sign the back of the title (or fill out a separate title transfer form, depending on your state) and send it to you. You then take both the signed title and the bill of sale to your state's DMV or title office to register the car in your name.
Some states ask you to submit the bill of sale along with the title transfer process; others do not require it but accept it as supporting documentation. Having the bill of sale on file protects you if the seller later claims they did not sell the car, or if there is a lien (a lender's claim) on the vehicle that was not disclosed. The title office uses the bill of sale to verify the sale was legitimate and to establish the date of transfer.
When a bill of sale alone is not enough
A bill of sale is a record of the sale, but it does not transfer ownership by itself. You must file the title transfer with your state's motor vehicle office within a set time frame — usually 10 to 30 days after the purchase, depending on your state. If you do not file the title transfer, the car remains registered to the seller, and you have no legal proof of ownership even if you have a signed bill of sale.
If the seller cannot locate the title (for example, if it was lost or damaged), you may still be able to transfer ownership using the bill of sale and a form called an "process for Duplicate Title" or "Title by Affidavit." The exact process varies by state. Contact your DMV to find out what documents you need if the original title is missing. In rare cases, a bill of sale alone may not be accepted; some states require the original title or a court order to complete the transfer.
Frequently Asked Questions
Do I need a notary to sign a bill of sale?
Most states do not require notarization, but a few do — check your state's DMV website. Even if it is not required, having a notary witness the signatures adds an extra layer of protection and may help if a dispute arises later. Notaries are available at banks, UPS stores, and some libraries, usually for a small fee.
What if I bought a car from a private seller and they will not give me a bill of sale?
Ask the seller to sign a straightforward handwritten bill of sale on a piece of paper — it does not have to be fancy or printed. Include the date, both names, the VIN, and the price. If the seller refuses entirely, you can still file the title transfer with the signed title, but you lose the protection a bill of sale provides. Keep any text messages, emails, or receipts that show the sale took place.
Can I use a bill of sale from a different state?
A generic bill of sale template works in most states, but your state's official template is safer because it includes any state-specific language your title office expects. If you use a template from another state, check your DMV website to make sure it does not conflict with your state's requirements. When in doubt, use your state's official form.
What happens if I lose my copy of the bill of sale after I sell the car?
If you are the seller, you lose proof that you sold the car. If the buyer later has a problem with the vehicle and claims you misrepresented it, you have no written record to defend yourself. Always keep a copy of the bill of sale for at least several years after the sale. If you lose it, ask the buyer for a copy — they should have one.
Is a bill of sale the same as a title?
No. A bill of sale is a receipt showing the sale happened; a title is the legal ownership document issued by your state. You need both to complete a car purchase. The bill of sale proves the transaction; the title transfer changes who the state recognizes as the owner.