How to Fill Out and Use a Motor Vehicle Bill of Sale

What a motor vehicle bill of sale does and why you need one

A motor vehicle bill of sale is a document that records the transfer of ownership when one person sells a vehicle to another. It serves as proof that the sale happened, who bought it, who sold it, how much was paid, and on what date. When you buy or sell a car, truck, motorcycle, or other motor vehicle, this document protects both parties by creating a written record that can be shown to your state's Department of Motor Vehicles, your insurance company, or a lender.

The bill of sale is not the same as the vehicle title — the title is the official ownership document issued by your state. The bill of sale is the receipt and agreement that leads to a title transfer. Most states do not require a bill of sale by law, but many lenders, insurance companies, and DMVs ask to see one anyway. Having one in writing prevents disputes later about the sale price, condition of the vehicle, or who owned it on a given date.

Key Takeaways

A bill of sale is a written record of a vehicle sale that protects both buyer and seller by documenting the price, date, and vehicle details.
While not legally required in most states, lenders and insurance companies often ask for one, and it can prevent disputes over the sale.
You can read a blank bill of sale template from your state's DMV website, use a generic template, or create one yourself with the essential information.
Both the buyer and seller must sign and date the document, and each should keep a copy for their records.
The bill of sale should be completed before or at the time of payment and handed over along with the vehicle keys and title.

Where to find a bill of sale template

Your state's Department of Motor Vehicles website usually offers a free bill of sale form you can read and print. Search "[your state] DMV bill of sale" to find the official version. If your state does not provide one, you can read a generic template from sites that offer free legal forms, or you can write one yourself on plain paper.

Some states have specific requirements for what must appear on the bill of sale — for example, the vehicle identification number (VIN), odometer reading, or a statement about the vehicle's condition. Checking your state's DMV site first ensures you use a form that meets local rules. If you cannot find a state-specific form, a generic template will include all the standard fields: seller name and address, buyer name and address, vehicle details, sale price, date, and signature lines.

What information to include on the bill of sale

Fill in the following details on the bill of sale before signing:

Seller's full name and address — the person or business transferring ownership
Buyer's full name and address — the person or business receiving ownership
Vehicle identification number (VIN) — found on the dashboard, driver's side, or on the title
Year, make, and model — for example, 2015 Honda Civic
License plate number — the current plate on the vehicle
Odometer reading — the mileage at the time of sale
Sale price — the amount paid, written as both numbers and words
Date of sale — when the transaction took place
Vehicle condition — "as-is" or any known issues (optional but recommended)
Signatures and dates — both buyer and seller must sign and print their names

Write clearly and use black or blue ink if printing and signing by hand. Do not leave blank lines — if a field does not explore, write "N/A" or draw a line through it. Accuracy matters because the DMV will compare this document to the title and registration when processing the transfer.

How to complete the bill of sale step by step

Step 1: Print or obtain the form. read the bill of sale template from your state's DMV or use a generic template. Print it on standard white paper or fill it out digitally if the form allows.

Step 2: Fill in the seller's information. Write the seller's full legal name, street address, city, state, and zip code. This should match the name on the vehicle title.

Step 3: Fill in the buyer's information. Write the buyer's full legal name and address in the same format.

Step 4: Record the vehicle details. Copy the VIN from the title or dashboard, the year, make, and model from the title or vehicle, the current license plate number, and the odometer reading. Be exact — typos can delay DMV processing.

Step 5: Enter the sale price. Write the amount paid in both numbers (for example, $8,500.00) and words (Eight thousand five hundred dollars). If the vehicle is a gift or trade-in, some forms allow you to note that instead of a price.

Step 6: Write the date. Use the date the money changed hands and the keys were transferred, not a future date.

Step 7: Both parties sign and date. The seller and buyer must each sign their name, print their name, and write the date. Signatures should be in black or blue ink. Do not sign before both parties are present.

Step 8: Make copies. Both the buyer and seller should keep a copy. The original typically goes with the title when the buyer submits it to the DMV.

When to use the bill of sale and what happens next

Complete the bill of sale at the time of the sale, ideally before handing over the keys or accepting payment. The buyer will need it when registering the vehicle and transferring the title at the DMV. The seller may need it as proof of sale for tax records or to show that they no longer own the vehicle.

After the sale, the buyer takes the bill of sale, the title, and proof of insurance to the DMV to register the vehicle in their name. The timeframe for this varies by state — some require it within 10 days, others within 30 days. The seller should keep a copy for their records and may need to sign a release of liability form as well, depending on the state.

If the vehicle has a loan against it, the lender must sign off on the title transfer before the sale can be completed. The bill of sale alone does not clear a lien — the lender must release it first. The buyer should never accept a vehicle with an outstanding loan unless the seller pays it off at closing or the buyer assumes the loan with the lender's written consent.

Common mistakes to avoid when filling out a bill of sale

Do not leave the sale price blank or write "cash" instead of an amount — the DMV needs a specific dollar figure. Do not backdate or postdate the bill of sale; use the actual date of the transaction. Do not sign the document before both parties are present, and do not let one party sign without the other witnessing it.

Avoid handwriting that is hard to read, especially on the VIN and odometer reading. If you make a mistake, cross it out neatly, write the correction, and have both parties initial the change — do not use white-out or tape. Do not forget to include the odometer reading if your state requires it; this protects against odometer fraud and is often mandatory for vehicles under a certain age.

Do not assume the bill of sale transfers the title — it does not. The title must be signed over separately, usually on the back. The bill of sale is the sales record; the title is the ownership document. Both are needed for a complete transfer.

Frequently Asked Questions

Do I need a notarized bill of sale?

Most states do not require notarization, but some lenders or title companies may ask for it. Check with your state's DMV or your lender before having it notarized. If notarization is needed, take the unsigned bill of sale to a notary public with both parties present and a valid ID. The notary will witness the signatures and stamp the document.

What if I bought the vehicle as a gift or trade-in?

Write "gift" or "trade-in" in the sale price field instead of a dollar amount, or write $0 and note the reason. Some states have separate forms for gifts. Check your state's DMV website for the correct way to handle non-cash transactions, as the process varies.

Can I use a bill of sale if the seller does not have the title yet?

A bill of sale can document the sale, but the title must be transferred at the DMV before ownership is official. If the seller is waiting for a replacement title or has lost it, they can request a duplicate from the DMV. The bill of sale does not replace the title — both documents are required.

What should I do if the buyer or seller refuses to sign?

Do not complete the sale without both signatures. The bill of sale is only valid when both parties have signed it. If one party is unwilling to sign, the transaction should not proceed, as it leaves both parties unprotected and creates legal uncertainty about ownership.

How long should I keep the bill of sale?

Keep your copy for at least three to five years. The seller may need it for tax records or to prove they no longer own the vehicle. The buyer may need it if questions arise about the purchase price, condition, or date of sale. Store it with your vehicle registration and insurance documents.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.