What a vehicle bill of sale is and why you need one
A bill of sale is a written record that you and the other person sign to show that a vehicle has changed hands. It documents who owned the car before, who owns it now, how much was paid, and the date of the transfer. When you buy or sell a car privately — not through a dealer — a bill of sale protects both of you by creating proof of the transaction.
Without a bill of sale, disputes can arise later. The seller might claim they never received full payment. The buyer might dispute the vehicle's condition or mileage. If the car is involved in an accident or crime after the sale, unclear ownership can create legal headaches for the previous owner. A signed bill of sale settles these questions in writing.
Many 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 in your name. Even if your state does not require it, having one is a practical safeguard that costs nothing.
Key Takeaways
- A bill of sale is a written agreement signed by both buyer and seller that documents the vehicle transfer, price, and date.
- Free printable templates are available online and contain the standard fields most states recognize, though you can also write one by hand.
- You should fill in the vehicle identification number (VIN), odometer reading, sale price, and the full names and addresses of both parties.
- Both the buyer and seller must sign and date the document, and each should keep a copy for their records.
- Check your state's motor vehicle website to see if there are specific requirements or a state-issued form you should use instead.
Where to find free printable bill of sale templates
Free bill of sale templates are widely available online. A search for "vehicle bill of sale template" or "car bill of sale form" will return dozens of options from legal document sites, state government websites, and general form libraries. Many of these templates are identical in structure — they ask for the same basic information and follow a standard format that most states recognize.
Some states provide their own official bill of sale form on the motor vehicle department website. For example, some state DMVs offer a downloadable PDF that includes language specific to that state's laws. If your state provides one, using it can be slightly safer than a generic template, though a standard template will usually work fine. Check your state's motor vehicle department website first to see what they recommend or require.
Once you find a template you want to use, read it as a PDF or Word document, print it, and fill it in by hand or type the information directly into the document before printing. Make sure both the buyer and seller have a copy to sign.
What information to include on the bill of sale
A complete bill of sale should contain the vehicle identification number (VIN), which appears on the dashboard and on the vehicle's registration and title documents. Include the year, make, model, and color of the vehicle. Write down the odometer reading at the time of sale — this protects the buyer by documenting the mileage and protects the seller by showing the vehicle's condition at transfer.
Record the sale price in both numbers and words (for example, "$5,000" and "Five Thousand Dollars"). Write the date of the sale. Include the full legal name, address, and phone number of both the buyer and the seller. Some templates also ask for driver's license numbers or state ID numbers, which adds another layer of verification.
If the vehicle is being sold "as-is" with no warranty, or if there are known mechanical issues, you can note that on the bill of sale. This protects the seller by showing the buyer knew about problems before purchase. Do not leave blank spaces — if a field does not explore, write "N/A" or draw a line through it so nothing can be added later.
How to sign and store your bill of sale
Both the buyer and the seller must sign and date the bill of sale in front of each other. Some templates include a space for a witness signature, though a witness is usually not required. Signing in front of each other is important because it confirms that both parties agreed to the terms and saw the document before signing.
Make at least two copies — one for the buyer and one for the seller. If you are the buyer, keep your copy with your vehicle registration and insurance documents. If you are the seller, keep your copy for at least a few years in case questions arise later about the sale. Some people photograph or scan their copy as a backup.
When you register the vehicle with your state's motor vehicle department, bring the bill of sale along with the title, proof of insurance, and any other documents the department requires. The bill of sale becomes part of your ownership record.
When a bill of sale is not enough
A bill of sale documents the sale itself, but it does not transfer the title. The title is the legal document that proves ownership, and it is issued by your state's motor vehicle department. After you buy a car, you must submit the title to your state's motor vehicle department along with the bill of sale and other paperwork to register the vehicle in your name.
If the seller cannot provide the title — for example, if the title is lost or the vehicle is financed and the lender holds it — the sale cannot be completed until the title issue is resolved. A bill of sale alone does not give you legal ownership if the title has not been transferred. This is why checking that the seller has the title in hand before you hand over money is critical.
Some vehicles, such as those with a lien (a loan against the car), may require additional paperwork. If the seller still owes money on the vehicle, the lender must release the lien before the title can be transferred to you. A bill of sale does not clear a lien — only the lender can do that.
Differences between states and when to check local rules
Most states do not legally require a bill of sale for a private vehicle sale, but some do. A few states have specific language or fields they prefer on the bill of sale, or they may require notarization (having a notary public witness and stamp the document). Your state's motor vehicle department website will tell you whether a bill of sale is required and whether there is an official state form you should use.
Some states ask for the bill of sale to be notarized, which means taking it to a notary public (often available at banks, libraries, or UPS stores) who will verify your identity and witness your signature. Notarization adds a small cost but provides extra legal protection. If your state requires it, the motor vehicle department will tell you when you submit your registration paperwork.
Before you print and sign a bill of sale, spend five minutes on your state's motor vehicle website to see what they recommend. This takes almost no time and can prevent problems when you register the vehicle.
Frequently Asked Questions
Can I write a bill of sale by hand instead of printing a template?
Yes. A handwritten bill of sale is legally valid as long as it includes all the necessary information — vehicle details, sale price, date, and signatures from both parties. Handwritten bills of sale are common and work just as well as printed ones. Just make sure the handwriting is legible and both parties sign and date it.
Do I need a witness or notary to sign the bill of sale?
Most states do not require a witness or notary for a private vehicle sale. However, some states do require notarization. Check your state's motor vehicle department website to find out. Even if it is not required, having a witness or notary can add an extra layer of protection if questions arise later.
What if I lose my copy of the bill of sale after the sale?
If you kept a copy, you can ask the other party for another one. If you cannot reach them, the bill of sale is still on file with your state's motor vehicle department as part of your registration records. You can request a copy of your registration paperwork from the department, which will include the bill of sale information.
Can I use a bill of sale for a vehicle with a loan against it?
A bill of sale can document the sale, but the lender must release the lien before the title can be transferred to the buyer. The seller is responsible for paying off the loan or getting the lender's permission to transfer the title. Do not complete the sale until the lien is cleared and the title is free and clear.
Is a bill of sale the same as a title?
No. A bill of sale is a record of the transaction — who sold it, who bought it, and for how much. A title is the legal ownership document issued by your state. You need both: the bill of sale proves the sale happened, and the title transfer proves you now own the vehicle. The motor vehicle department uses the bill of sale to process the title transfer.