Washington requires a bill of sale for most vehicle transfers, but the state does not mandate a specific form
Washington State does not provide an official bill of sale template. Instead, the state accepts any written record that documents the sale between buyer and seller, as long as it includes the essential details the Department of Licensing needs to process the title transfer. You can write one yourself, use a template from a third party, or ask the seller to provide one — what matters is that the document contains the required information and is signed by both parties.
The bill of sale serves as proof of ownership transfer and protects both buyer and seller by creating a dated record of the transaction. When you submit your title process to the Department of Licensing, you will need this document along with the current title certificate. Without it, the department cannot process your transfer, and you cannot legally register the vehicle in your name.
Key Takeaways
- Washington does not require a state-approved bill of sale form; any written document signed by both buyer and seller that includes the required information will work.
- The bill of sale must include the vehicle identification number (VIN), make, model, year, sale price, date of sale, and signatures of both the buyer and seller.
- You must submit the bill of sale to the Department of Licensing along with the current title certificate when you transfer ownership.
- The seller should keep a copy for their records, and the buyer should keep a copy to present at the Department of Licensing office or submit by mail.
What information must appear on a Washington bill of sale
The bill of sale must clearly identify the vehicle and the transaction. Include the vehicle identification number (VIN), the make, model, and year of the vehicle, and the odometer reading at the time of sale. These details may support the document matches the title certificate and prevents confusion if multiple vehicles are involved.
Both the buyer and seller must be identified by name and address. The sale price must be stated, even if the vehicle is being transferred as a gift (in which case you would write "gift" or "$0" and note that no payment changed hands). The date of the sale should appear on the document. Both parties must sign and print their names. If the seller is not the registered owner — for example, if a spouse or co-owner is signing — that person must also sign.
Washington does not require notarization of a bill of sale, though some buyers and sellers choose to have it notarized for extra protection. A notarized document can be helpful if a dispute arises later, but it is not necessary for the Department of Licensing to process your title transfer.
Where to get a bill of sale template
The Washington Department of Licensing does not provide a bill of sale form on its website. However, you can find templates through several sources. The American Automobile Association (AAA) offers a free bill of sale template that meets Washington requirements. Many online legal document services provide templates as well, though these may charge a small fee.
You can also write your own bill of sale from scratch using the required information listed above. A handwritten bill of sale is legally valid in Washington as long as it is signed by both parties and includes all necessary details. Some sellers provide their own bill of sale; if you receive one, review it to make sure all the required information is present before you sign.
Steps for completing and signing the bill of sale
Fill in all blanks with accurate information before either party signs. The VIN should match exactly what appears on the title certificate and the vehicle itself — check the dashboard, door jamb, or title document if you are unsure. The odometer reading should reflect the actual mileage at the time of sale; federal law requires this to be recorded.
Both the buyer and the seller should sign and print their names on the document. If the vehicle has two registered owners, both must sign. The seller should sign in the presence of the buyer if possible, so both parties can verify the signature. Each party should keep a signed copy for their records before the buyer submits the original to the Department of Licensing.
Do not leave blanks on the bill of sale. If a field does not explore — for example, if there is a line for a lienholder and the vehicle is paid off — write "N/A" or "none" so it is clear the field was not overlooked.
What happens after you sign the bill of sale
The buyer uses the bill of sale as part of the title transfer process at the Department of Licensing. You will need the bill of sale, the current title certificate signed by the seller, proof of a Washington vehicle inspection (if required), and proof of insurance. You can submit these documents in person at any Department of Licensing office, by mail, or through the online title transfer system if you meet the requirements for online submission.
The Department of Licensing uses the bill of sale to verify that the sale price and vehicle details match the title certificate. If there are discrepancies, the department may contact you or the seller to clarify before processing the transfer. Processing typically takes one to two weeks if you submit in person, or two to three weeks if you submit by mail.
The seller should keep a copy of the signed bill of sale for their records. This protects the seller by showing they transferred ownership on a specific date and received payment (or that the transfer was a gift). If a problem arises later — for example, if the vehicle is involved in an accident or crime before the title is transferred — the seller has proof they no longer owned it.
Common mistakes to avoid on a Washington bill of sale
Do not leave the sale price blank or write an amount that does not match what actually changed hands. The Department of Licensing uses the stated price to calculate sales tax, and misrepresenting the price can delay processing or trigger an audit. If the vehicle is a gift, state that clearly rather than leaving the price field empty.
Do not sign the bill of sale before all information is filled in. Once signed, changes to the document can raise questions about its validity. If you need to correct something after signing, both parties should initial the change and write the date next to it.
Do not submit a bill of sale without the current title certificate. The Department of Licensing needs both documents to process the transfer. If the seller has lost the title, they must request a duplicate from the Department of Licensing before the sale can be completed.
Do not assume a bill of sale from another state will work without modification. While Washington will accept a bill of sale from another state if it contains all required information, it is safer to use a Washington-specific template or create a new one to avoid any processing delays.
Frequently Asked Questions
Can I use a bill of sale from an online template or another state?
Yes, as long as the template includes all required information: VIN, make, model, year, sale price, date, and signatures of both buyer and seller. A bill of sale from another state is acceptable if it meets Washington requirements. However, using a Washington-specific template reduces the risk of missing required fields.
What if the seller will not sign the bill of sale?
You cannot legally transfer ownership without the seller's signature. If the seller refuses to sign, you do not have proof of purchase and cannot register the vehicle. Contact the seller in writing and ask them to sign. If they continue to refuse, you may need to consult an attorney about your options.
Do I need to notarize the bill of sale in Washington?
Notarization is not required by Washington law. However, notarizing the document adds an extra layer of verification and can be helpful if a dispute arises later. Some buyers choose to notarize for peace of mind, but it is not necessary for the Department of Licensing to process your title transfer.
What if I bought the vehicle from a private seller and they did not give me a bill of sale?
You can create one after the fact if both you and the seller are willing to sign it. Write the bill of sale with the correct information, have both parties sign and date it, and submit it along with the title certificate to the Department of Licensing. Backdating the document to the actual sale date is acceptable as long as both parties agree and sign.
Is a bill of sale the same as a title certificate?
No. A bill of sale is a record of the sale transaction between buyer and seller. A title certificate is the official ownership document issued by the Department of Licensing. You need both to complete a transfer: the bill of sale proves the sale occurred, and the title certificate shows who currently owns the vehicle.