What a vehicle bill of sale form does and where to find one

A bill of sale is a written record that you sold a vehicle to someone else. It documents the date of the sale, the vehicle details, the price paid, and the signatures of both the seller and buyer. When you complete one, you create proof that ownership changed hands — which protects both of you if questions come up later about who owned the car on a particular date.

You can find free bill of sale forms from your state's Department of Motor Vehicles website, from legal document sites like LegalZoom or Rocket Lawyer (which offer free templates), or by searching "[your state] vehicle bill of sale form" in a search engine. Many states provide an official form you can read and print. If your state does not have an official version, any written bill of sale that includes the key information — vehicle identification number (VIN), odometer reading, sale price, date, and both signatures — will work.

The form itself is not filed with any government office. You and the buyer each keep a copy for your records. The buyer will use it when they register the vehicle in their name at the DMV.

Key Takeaways

  • A bill of sale is a written agreement between seller and buyer that documents the vehicle sale, and you can find free templates on your state DMV website or through legal document sites.
  • The form must include the VIN, odometer reading, sale price, date of sale, and signatures from both the seller and buyer to be valid.
  • You do not file the bill of sale with the DMV — you and the buyer each keep a copy, and the buyer presents theirs when registering the vehicle.
  • Some states require the bill of sale to be notarized, so check your state's rules before you sign.

What information to include on the form

The bill of sale must contain specific details about the vehicle and the transaction. Start with the vehicle identification number (VIN), which appears on the driver's side of the dashboard and on your title document. Include the year, make, model, and color of the vehicle. Write down the odometer reading on the day of sale — this is important because it shows the mileage at the time of transfer.

Next, record the sale price and the date of the sale. Write the full legal names and addresses of both the seller (you) and the buyer. Some forms ask whether the sale price includes any trade-in or if there are any liens (loans) against the vehicle — if there is an outstanding loan, that must be disclosed. Both the seller and buyer must sign and date the form. Some states require the signatures to be notarized by a notary public, so check your state's DMV website to see if that applies to you.

How to fill out the form step by step

Step 1: read or print the form. Go to your state's DMV website and search for "bill of sale" or "vehicle sale form." If your state does not have an official form, read a free template from a legal document site or use a blank one you find online. Print it out or open it in a document editor if you prefer to type the information.

Step 2: Fill in the vehicle details. Write or type the VIN, year, make, model, and color. Check your title document or vehicle registration to make sure the VIN is correct — a mistake here can cause problems when the buyer registers the car. Write the odometer reading as it appears on the dashboard on the day of sale.

Step 3: Enter the sale information. Write the sale price in both numbers and words (for example, "$5,000" and "Five Thousand Dollars"). Write the date of the sale. If there is a loan against the vehicle, disclose the lender's name and the remaining balance.

Step 4: Add names and addresses. Write the seller's full legal name and current address. Write the buyer's full legal name and current address. Use the names exactly as they appear on driver's licenses or identification documents.

Step 5: Sign and date. Both the seller and buyer must sign the form in front of each other if possible. Write the date next to each signature. If your state requires notarization, take the form to a notary public (usually available at banks, UPS stores, or online) and have them witness the signatures and stamp the form.

Step 6: Make copies. Print or photocopy the completed form so you and the buyer each have an original signed copy. The buyer will need their copy when they register the vehicle at the DMV.

When you need a bill of sale and when it is optional

A bill of sale is required in most states when you sell a vehicle privately — that is, when you sell directly to another person rather than trading it in to a dealership. Some states make it mandatory; others make it optional but strongly recommended. Check your state's DMV website to see whether it is required or optional where you live.

Even if your state does not require a bill of sale, creating one protects you. It proves you no longer own the vehicle, which matters if the buyer gets into an accident, racks up parking tickets, or commits a crime with the car after the sale. Without a bill of sale, you could be held responsible because the title still shows you as the owner until the buyer registers it in their name.

If you are selling to a dealership, they will handle the paperwork and you will not need a separate bill of sale. If you are selling privately, create one even if it is optional in your state.

What happens after both of you sign

Once you and the buyer have both signed the bill of sale, the transaction is documented. You should keep your copy in a safe place — you may need it for tax records or if a question comes up about when you sold the vehicle. The buyer keeps their copy to present to the DMV when they register the vehicle in their name.

The buyer has a limited amount of time to register the vehicle after purchase — this varies by state but is usually between 10 and 30 days. When they go to the DMV, they will bring the bill of sale, the title document, proof of insurance, and identification. The DMV will process the title transfer and issue a new registration in the buyer's name.

You should also notify your insurance company that you have sold the vehicle so they can cancel or transfer your policy. If the buyer does not register the vehicle within the required timeframe, you may still be listed as the owner, which could create liability issues for you.

State-specific requirements and notarization

Bill of sale rules vary by state. Some states have an official form you must use; others accept any written agreement as long as it includes the required information. Some states require the signatures to be notarized; others do not. A few states require the bill of sale to be filed with the DMV, though most do not.

Before you complete the form, visit your state's DMV website and search for "bill of sale requirements" or "private vehicle sale." This will tell you whether notarization is required, whether there is an official form you should use, and whether you need to file it with the DMV. If notarization is required and you do not have it done, the buyer may not be able to register the vehicle, which will delay the transfer and could create problems for both of you.

If you cannot find the information on your state's website, call your state DMV directly. They can tell you exactly what your state requires and whether the free form you found online will work.

Frequently Asked Questions

Can I use a bill of sale instead of transferring the title?

No. A bill of sale documents the sale, but the buyer must still transfer the title at the DMV to become the legal owner. The bill of sale is supporting documentation that proves the sale happened. The title transfer is what actually changes ownership in the state's records.

What if I lose my copy of the bill of sale after I sell the car?

If you lose your copy, ask the buyer for another signed copy or have them sign a duplicate. If you cannot reach the buyer, contact your state DMV — they may have a record of the title transfer once the buyer registers the vehicle, which can serve as proof you sold it.

Do I need to notarize the bill of sale if my state does not require it?

It is not required, but notarization adds an extra layer of proof that both signatures are genuine. If you are concerned about disputes later, notarization is worth the small cost. Check your state's rules first — some states require it, and some do not.

Can I write a bill of sale by hand, or does it have to be typed?

Handwritten bill of sale forms are acceptable in most states as long as all the required information is there and both parties sign it. Typed forms are clearer and easier to read, but handwritten ones are legal. Make sure the handwriting is legible and all details are correct.

What if the buyer wants to pay me after the sale is complete?

You can note on the bill of sale that payment is pending or that a payment plan is in place, but it is safer to collect payment before you sign. Once you sign the bill of sale, you have transferred ownership, and collecting money from the buyer afterward can be difficult if they refuse to pay.