What a bill of sale is and why you need one
A bill of sale is a document that records the sale of a vehicle from one person to another. It shows the date of the sale, the vehicle details (make, model, year, VIN), the price paid, and the signatures of both the seller and buyer. It serves as proof of ownership transfer and protects both parties by documenting the transaction.
You need a bill of sale before you can register a vehicle in your name with your state's Department of Motor Vehicles (DMV). Most states require it as part of the title transfer process. Even in states where it is not legally required for registration, having one protects you if a dispute arises later about who owned the car, what was included in the sale, or what condition the vehicle was in at the time of purchase.
A bill of sale is especially important when buying from a private seller rather than a dealership. Dealerships typically handle the paperwork, but private sales put the responsibility on you to create and keep the document.
Key Takeaways
- A bill of sale documents the vehicle sale and is required or strongly recommended in all 50 states before you register the car in your name.
- You can obtain a blank bill of sale form from your state's DMV website, a local office, or online legal document services at no cost.
- Both the seller and buyer must sign the bill of sale in front of a notary public in most states, though some states do not require notarization.
- The bill of sale should include the vehicle identification number (VIN), sale price, date of sale, and the full names and addresses of both parties.
- Keep a copy for your records and bring the original to your DMV when you register the vehicle or explore for a title transfer.
Where to get a bill of sale form
Your state's DMV website is the first place to look. Most states publish an official bill of sale form that meets their legal requirements. Search "[your state] DMV bill of sale" to find the form, which you can read and print at no cost. The form is usually a one-page document with blank spaces for vehicle information and signatures.
If your state does not publish an official form, you can obtain one from a local DMV office by visiting in person or calling to request it by mail. Some DMV offices keep printed copies at the counter.
Online legal document services such as LegalZoom, Rocket Lawyer, and Nolo also provide state-specific bill of sale templates. These are free or low-cost and are designed to meet your state's requirements. You fill in the blanks, print, and sign.
You can also create your own bill of sale if you include the required information: vehicle details, sale price, date, and signatures of both parties. However, using your state's official form or a template reduces the risk of missing something important.
What information to include on the bill of sale
The bill of sale must include the seller's full name, address, and phone number; the buyer's full name, address, and phone number; and the vehicle identification number (VIN), which appears on the driver's side of the dashboard and on the title. Include the vehicle's year, make, model, and color.
Record the sale price in both numbers and words (for example, "$5,000" and "Five Thousand Dollars"). Include the date of the sale. If the vehicle is being sold as-is, note that clearly. If the seller is providing a warranty or if certain repairs are the seller's responsibility, write that in the "Additional Terms" or "Notes" section.
Some states require the odometer reading at the time of sale. Check your state's form to see if this field is included. If the vehicle has a lien (the seller still owes money on it), note the lienholder's name and the loan payoff amount.
Notarization requirements by state
Notarization rules vary significantly. Some states require the bill of sale to be notarized; others recommend it but do not require it; and a few do not mention it at all. Check your state's DMV website or call your local DMV office to confirm whether notarization is required where you live.
If notarization is required, both the seller and buyer must sign the document in front of a notary public. The notary verifies your identity using a government-issued ID, watches you sign, and then stamps and signs the document. Notaries are available at banks, credit unions, UPS stores, and some libraries. The cost is typically $5 to $15 per signature.
If notarization is not required in your state, both parties should still sign and date the document in front of a witness if possible. This adds a layer of protection, though it is not legally necessary.
Steps to complete the bill of sale
First, obtain the blank form from your state's DMV or an online source. Print two copies—one for you and one for the seller. Both parties should keep a signed copy for their records.
Fill in all required fields with accurate information. Have the seller provide the vehicle's title or registration so you can copy the VIN and confirm the vehicle details are correct. Review the form together to make sure both parties agree on the price and terms.
If notarization is required in your state, schedule an appointment with a notary or visit a location that offers notary services. Bring the unsigned bill of sale and a government-issued photo ID. Both the seller and buyer should be present. Sign in front of the notary, who will then notarize the document.
If notarization is not required, both parties sign and date the document. Have a witness sign as well if your state's form includes a witness line. Each party keeps a copy, and you bring your copy to the DMV when you register the vehicle.
What to do after you have the signed bill of sale
Store your copy in a safe place—a file folder, safe deposit box, or digital scan. You will need it when you visit the DMV to register the vehicle and explore for a title transfer.
At the DMV, bring the original signed bill of sale along with the seller's title (or a notice of lien release if the vehicle has an outstanding loan), proof of insurance, and a completed title transfer process. The specific documents vary by state, so check your DMV's website for a complete list before you go.
The DMV will process the title transfer and issue a new title in your name. This usually takes one to four weeks, depending on your state. You will receive the new title by mail.
If you are financing the vehicle, your lender may require a copy of the bill of sale as part of the loan process. Provide it to them before closing on the loan.
Common mistakes to avoid
Do not leave fields blank. Every line on the bill of sale should be filled in or marked "N/A" if not applicable. Blank spaces can raise questions at the DMV or be filled in by someone else later.
Do not use initials or nicknames for names. Use full legal names exactly as they appear on government-issued ID and the vehicle's title. Mismatched names can delay or block the title transfer.
Do not forget to sign and date the document. Both the seller and buyer must sign. If notarization is required, do not sign before meeting with the notary.
Do not lose your copy. Make a photocopy or scan it before the transaction is complete. You need it for the DMV and for your records in case a dispute arises later.
Do not assume the price you paid is private. The bill of sale is a public record once filed with the DMV, so the sale price will be visible to anyone who requests the vehicle's title history.
Frequently Asked Questions
Can I buy a car without a bill of sale?
Technically, you can complete a private sale without one, but you cannot register the vehicle with your state's DMV without it. The DMV requires proof of the sale before it will issue a new title in your name. Without a bill of sale, you have no legal proof of ownership and cannot legally drive the car.
What if the seller will not sign the bill of sale?
Do not complete the purchase. A seller who refuses to sign a bill of sale is a major red flag. It suggests the seller may not own the vehicle, may have an outstanding loan they are hiding, or may be trying to avoid a record of the sale. Walk away from the deal.
Do I need a bill of sale if I buy from a dealership?
No. Dealerships provide a sales contract and handle the title transfer paperwork themselves. They submit the documents to the DMV on your behalf. You do not need a separate bill of sale, though the sales contract serves the same purpose.
Can I use a bill of sale from a template online, or does it have to be my state's official form?
A template from a reputable source works as long as it includes all the information your state requires. Your state's official form is safest because it is designed specifically for your state's DMV. If you use a template, compare it to your state's official form to make sure nothing is missing.
What if I lose the bill of sale after I have already registered the car?
Contact your state's DMV and request a copy of the title transfer documents on file. The DMV keeps records of all title transfers, and you can obtain a certified copy for a small fee. This serves as proof of your ownership if you ever need it.