A bill of sale is a written record that you and the seller (or buyer) sign to prove who owned the car and when ownership changed hands
When you buy or sell a car privately — not through a dealership — a bill of sale is your proof that the transaction happened. It shows the date, the vehicle details, the price paid, and the signatures of both parties. You'll need this document to register the car in your name at your state's motor vehicle department, and it protects both you and the seller by creating a clear record of the sale.
A bill of sale doesn't have to be fancy or notarized in most states, though some states do require notarization. It can be handwritten or typed. What matters is that it contains the right information, is signed by both parties, and is kept in a safe place. Many states provide a template you can read from your motor vehicle department's website, or you can find a general template online and fill in the blanks.
Key Takeaways
- A bill of sale records the date of sale, vehicle identification number (VIN), price, and signatures of both buyer and seller.
- You will need the bill of sale to register the car in your name at your state's motor vehicle department.
- Some states require the bill of sale to be notarized; check your state's motor vehicle department website to confirm.
- Both the buyer and seller should keep a signed copy for their records.
What information must be included on a bill of sale
The bill of sale should include the vehicle's year, make, model, and vehicle identification number (VIN). The VIN is a 17-character code found on the driver's side of the dashboard, on the door jamb, or on the title document. This number uniquely identifies the car and prevents confusion if two cars have the same year and model.
Write down the sale price, the date of the sale, and the full names and addresses of both the buyer and the seller. If the car has a lien (meaning a bank or lender still owns part of it), note that on the bill of sale as well. Both parties must sign and date the document. Some states also ask for the odometer reading at the time of sale, so include that if you have it.
Where to find a bill of sale template
Your state's motor vehicle department website usually has a free template you can read and print. Search "[your state] motor vehicle department bill of sale" to find it. If your state doesn't provide one, you can find general templates on sites like your state bar association, the American Automobile Association (AAA), or through a straightforward web search.
Some templates are more detailed than others. A basic template covers the essentials — vehicle details, price, date, and signatures. A more detailed one might include fields for odometer reading, condition of the vehicle, or whether the sale includes any warranties. Either type works, as long as it has the required information for your state.
Whether your state requires notarization
Notarization means a notary public — an official authorized by your state — watches you sign the document and confirms your identity. Some states require this; others don't. A few states require notarization only if the sale price is above a certain amount, or only for certain types of vehicles.
Check your state's motor vehicle department website or call their customer service line to find out whether notarization is required where you live. If it is, you can get a document notarized at a bank, a notary's office, a UPS store, or sometimes at your local courthouse. There is usually a small fee, typically between $5 and $15.
How to fill out and sign the bill of sale
Type or write the information clearly so it's straightforward to read. Use black or blue ink if you're handwriting it. Fill in every blank — don't leave fields empty, as this can cause problems when you register the car. If a field doesn't explore to your sale (for example, if there's no lien on the car), write "N/A" or "none" rather than leaving it blank.
Both the buyer and the seller must sign the document in front of each other if possible. If notarization is required in your state, both parties must sign in front of the notary. Each person should keep a copy — make a photocopy or take a photo of the signed document before you hand it over. The buyer will need to bring the original signed bill of sale to the motor vehicle department when registering the car.
What happens if you lose the bill of sale
If you've already registered the car and lost your copy of the bill of sale, you can usually get a duplicate from the seller. Ask them to sign another copy of the same document with the same date and details. If the seller is unavailable or unwilling, you may be able to request a copy of the registration record from your state's motor vehicle department, though this won't be the original bill of sale.
If you haven't yet registered the car and you've lost the bill of sale, contact the seller and ask for a signed copy. Without it, the motor vehicle department may not process your registration. Keep the bill of sale in a safe place — a file folder, a safe deposit box, or a digital copy stored securely — so you have it if you need it later.
Frequently Asked Questions
Can I handwrite a bill of sale instead of typing it?
Yes. A handwritten bill of sale is legally valid in most states as long as it contains all the required information and is signed by both parties. Use clear handwriting and black or blue ink. Some people prefer to type it for clarity, but handwritten is acceptable.
Do I need a bill of sale if I'm buying from a dealership?
No. Dealerships provide their own sales documents and handle the title transfer themselves. A bill of sale is for private sales between individuals. If you're buying from a dealership, they will give you the paperwork you need.
What if the seller won't sign the bill of sale?
Don't complete the purchase. A bill of sale protects you by proving the seller agreed to the sale and that you own the car. Without it, you may have trouble registering the vehicle or proving ownership later. If the seller refuses to sign, it's a red flag that something may be wrong with the sale.
Can I use a bill of sale to sell a car with an outstanding loan?
You can note the lien on the bill of sale, but the lender must release the lien before the title transfers to the buyer. The seller typically pays off the loan with the sale proceeds, and the lender removes their claim from the title. Confirm with the lender how this process works before you sign anything.