What a Georgia trailer bill of sale does and when you need one
A Georgia trailer bill of sale is a document that records the transfer of ownership when you buy or sell a trailer in Georgia. It serves as proof that money changed hands and that the seller no longer owns the trailer. The state does not require a bill of sale by law, but the Georgia Department of Revenue and the lender (if there is one) will ask for it when you register the trailer or finance it.
You need a bill of sale whenever you buy or sell a trailer — whether it is a utility trailer, horse trailer, boat trailer, or any other type. If you are trading in a trailer as part of a purchase, you still create a bill of sale for the new one. If you are giving a trailer to a family member, creating a bill of sale protects both of you by documenting that it was a gift, not a sale.
Key Takeaways
- A Georgia trailer bill of sale records the transfer of ownership and is required by lenders and the Department of Revenue, even though state law does not mandate it.
- The document must include the names and addresses of both buyer and seller, the trailer's VIN and year, the sale price, and the date of the transaction.
- Both the buyer and seller must sign the bill of sale in front of a notary public or witness, depending on which form you use.
- You submit the bill of sale to the Georgia Department of Revenue when you register the trailer or transfer the title.
- Georgia does not have an official state bill of sale form, so you can use a template from the Department of Revenue website or create your own as long as it includes all required information.
What information must go on the bill of sale
The bill of sale must identify both the buyer and the seller clearly. Write out each person's full legal name, street address, city, state, and ZIP code. If either party is a business, use the business name and the address where the business is located.
Next, describe the trailer in detail. Include the vehicle identification number (VIN), the year it was manufactured, the make and model, and the color. If the trailer does not have a VIN (some older or homemade trailers do not), write "No VIN" and describe the trailer as specifically as you can — for example, "2-axle utility trailer, approximately 14 feet long, red."
Write the sale price in both numbers and words. For example: "$2,500 (Two Thousand Five Hundred Dollars)." If the trailer is a gift, write "Gift" or "$0 (No Monetary Consideration)." Include the date of the sale and the odometer reading if the trailer has one (most do not).
How to sign and witness the bill of sale
Georgia law does not require a notary for a bill of sale, but many lenders and the Department of Revenue prefer one. If you use a notarized bill of sale, both the buyer and seller sign in front of a notary public, who then signs and stamps the document. A notary is available at most banks, credit unions, and some UPS stores and pharmacies. There is usually a small fee, between $5 and $15.
If you do not notarize the bill of sale, both parties must still sign it. Some templates ask for a witness — a third person who watches both of you sign and then signs the document themselves. The witness does not have to be a notary, just someone who is not related to either party and is at least 18 years old.
Print the bill of sale and sign it in blue or black ink. Do not sign it electronically unless the lender or Department of Revenue specifically says that is acceptable. Keep a copy for your records and give the original to the buyer or seller, depending on who is keeping the trailer.
Where to find a Georgia bill of sale form
Georgia does not publish an official bill of sale form on the Department of Revenue website. Instead, you can read a template from the Georgia Department of Revenue's vehicle registration page, or you can use a generic bill of sale template and fill it in with the information above.
Some online legal document services offer Georgia-specific bills of sale for a small fee. If you use one, make sure it includes all the information listed in the "What information must go on the bill of sale" section above. You can also create your own bill of sale from scratch as long as it contains the buyer's name and address, the seller's name and address, the trailer's VIN and year, the sale price, the date, and signatures from both parties.
What happens after you sign the bill of sale
Once both parties have signed, the buyer uses the bill of sale to register the trailer with the Georgia Department of Revenue. The buyer will need the bill of sale, proof of ownership (the old title or registration), proof of insurance, and a completed process for title and registration. The Department of Revenue will issue a new title in the buyer's name.
If the trailer is financed, the lender will hold the title until the loan is paid off. The bill of sale is still required; the lender uses it to verify the purchase price and confirm that the buyer owns the trailer. Once the loan is paid in full, the lender releases the title to the buyer.
The seller should keep a copy of the signed bill of sale for their records. This protects the seller if there are questions later about when the trailer was sold or who owned it at a particular time.
What to do if the trailer has a lien or loan against it
If the seller still owes money on the trailer, the lender's name appears on the title as the lienholder. The seller cannot transfer a clear title to the buyer until the loan is paid off. The bill of sale can still be signed, but the buyer should know that the lender must release the lien before the buyer can register the trailer in their own name.
In some cases, the buyer and seller arrange for the sale proceeds to pay off the loan at closing. The seller's lender releases the lien, and the buyer's lender (if there is one) takes a new lien on the trailer. The bill of sale documents the sale, and both lenders use it to confirm the transaction and the sale price.
If you are buying a trailer with a lien on it, ask the seller for the lender's name and contact information. Call the lender yourself to confirm the payoff amount and ask how the lien will be released. Do not sign the bill of sale until you understand how the lien will be handled.
Common mistakes to avoid when completing a bill of sale
Do not leave the VIN blank or write it incorrectly. The Department of Revenue uses the VIN to match the bill of sale to the trailer's registration records. If the VIN does not match, the registration process will be delayed.
Do not sign the bill of sale before both parties have agreed on the sale price and the condition of the trailer. Once it is signed, it is a legal record of the transaction. If there is a dispute later, the bill of sale is evidence of what was agreed to.
Do not assume the seller will provide a bill of sale. If you are buying a trailer, you can prepare the bill of sale yourself and ask the seller to sign it. If you are selling a trailer, prepare one and ask the buyer to sign it. Either party can initiate the document.
Frequently Asked Questions
Do I need a bill of sale if I am buying a trailer from a dealer?
Yes. Dealers are required to provide a bill of sale or a similar document that shows the sale price and the trailer's VIN. If the dealer does not provide one, ask for it in writing before you complete the purchase. You will need it to register the trailer with the Department of Revenue.
What if I lose the bill of sale after I have already registered the trailer?
Contact the Georgia Department of Revenue and request a copy of the registration record. The Department keeps a record of all registered trailers and can provide you with documentation of the sale. You may need to pay a small fee for a certified copy.
Can I use a bill of sale from another state?
A bill of sale from another state can be used as proof of purchase, but Georgia may require you to complete a Georgia-specific form when you register the trailer. Contact the Department of Revenue before you rely on an out-of-state bill of sale.
What if the buyer and seller cannot meet in person to sign the bill of sale?
You can sign the bill of sale separately, but both signatures must be notarized. Each party signs in front of a notary in their own location, and the notary stamps and signs the document. Mail the notarized bill of sale to the other party and keep a copy for your records.
Is a bill of sale the same as a title?
No. A bill of sale is a record of the sale transaction. A title is the legal document that proves ownership. The Department of Revenue issues the title after you register the trailer. You need both the bill of sale and the title to complete the purchase and registration.