A vehicle bill of sale is a written record that documents the transfer of ownership from seller to buyer
A bill of sale is a legal document that proves one person sold a vehicle to another. It records the date of the sale, identifies both the seller and buyer, describes the vehicle (make, model, year, vehicle identification number), and states the sale price. The document is signed by both parties and often notarized, though notarization requirements vary by state.
The bill of sale serves as evidence of the transaction if disputes arise later — for example, if the seller claims the buyer still owes money, or if the buyer disputes the condition of the vehicle at the time of purchase. It also protects the seller by showing they no longer own the vehicle, which matters if the buyer later gets into an accident or receives a traffic ticket. Without a bill of sale, proving who owned the vehicle at what time becomes difficult.
Most states do not require a bill of sale by law, but the Department of Motor Vehicles in your state may ask for one when you register the vehicle in your name. Some states use their own official form; others accept any written document that contains the essential information. A few states — including Georgia, Illinois, and Kentucky — do require a bill of sale for certain vehicle types or sales above a certain price.
Key Takeaways
- A bill of sale must include the vehicle identification number (VIN), the sale date, the names and addresses of both seller and buyer, and the sale price.
- Both the seller and buyer should sign and keep a copy; notarization is required in some states but not all.
- The bill of sale protects the seller by proving the vehicle was transferred and protects the buyer by documenting the condition and price at the time of purchase.
- Your state's Department of Motor Vehicles may require a bill of sale when you register the vehicle, even if state law does not mandate one for the sale itself.
- A bill of sale does not transfer title; it documents the sale, but the title transfer happens through your state's DMV process.
What information must appear on a bill of sale
The bill of sale should include the seller's full name, address, and phone number; the buyer's full name, address, and phone number; and the date the sale occurred. It must describe the vehicle clearly enough that no one could confuse it with another — this means the year, make, model, body style (sedan, truck, SUV), color, and the vehicle identification number (VIN), which appears on the driver's side of the dashboard and on the title document.
The sale price must be stated, even if the sale was a gift (in which case you would write "gift" or "$0" and explain the reason). Some states require you to list whether the vehicle is sold "as-is" or with any warranties. If the vehicle has known defects or damage, many sellers note this on the bill of sale to avoid later claims that they misrepresented the condition.
The odometer reading at the time of sale is often included, particularly for vehicles under a certain age, because federal law requires odometer disclosure for vehicles less than ten years old. Both the seller and buyer must sign and print their names. Some states require the signatures to be notarized by a notary public; others do not.
How a bill of sale differs from a title
The bill of sale and the title are two separate documents with different purposes. The bill of sale is a receipt — it shows that a sale happened and records the terms. The title is the legal ownership document issued by your state's DMV; it proves who owns the vehicle and is required to register it.
When you buy a vehicle, the seller gives you the bill of sale, and you use that bill of sale to explore for a title transfer at the DMV. The DMV then issues a new title in your name. Until the title is transferred, the seller remains the legal owner in the state's records, even though you have the bill of sale. This is why the bill of sale is important — it proves you bought the vehicle, but the title transfer completes the legal ownership change.
If the seller does not sign the title over to you or does not cooperate with the title transfer, the bill of sale alone does not make you the legal owner. However, it does provide evidence that you purchased the vehicle and can help you pursue legal remedies if the seller refuses to complete the transfer.
State-specific requirements and forms
Most states do not have a single required bill of sale form, which means you can write one yourself or use a template. However, some states provide an official form or have specific requirements about what must be included. A few states — such as Georgia, Illinois, Kentucky, and South Carolina — require a bill of sale for certain vehicle sales or sales above a certain price threshold.
Your state's DMV website usually lists what documents are needed to register a vehicle you have purchased. If a bill of sale is required, the website will often provide a link to the official form or describe what information must be included. If your state does not require a bill of sale but you are buying from a private seller, it is still wise to create one for your own protection.
When buying from a dealership, the dealership typically provides the bill of sale as part of the sales paperwork. When buying from a private seller, you may need to create the document yourself or ask the seller to sign a template you provide. Many online legal document services offer bill of sale templates for your state, though a straightforward handwritten or typed document signed by both parties is usually sufficient.
Why notarization matters and when it is required
Notarization means a notary public — an official authorized by the state — witnesses both parties sign the bill of sale and verifies their identities. A notarized bill of sale carries more legal weight because it includes a third-party witness and an official seal. If a dispute arises, a notarized document is harder to challenge than one signed only by the buyer and seller.
Notarization is required in some states for certain vehicle sales, particularly for high-value vehicles or specific vehicle types. A few states require notarization for all private vehicle sales. Many states do not require it at all but allow it as an option. Check your state's DMV website or call the DMV to learn whether notarization is required for your purchase.
If notarization is not required but you want it anyway, you can find notary services at banks, law offices, UPS stores, and online notary services. The cost is usually between $5 and $25 per signature. Having the bill of sale notarized takes only a few minutes and can provide extra protection if questions arise later about whether the sale was legitimate.
Common mistakes to avoid when creating a bill of sale
One frequent error is leaving the sale price blank or writing "cash" without a dollar amount. The price should be a specific number, even if the sale was a gift or trade-in. If you leave the price blank, the document may not be accepted by the DMV, and it could create confusion or legal problems later.
Another mistake is using an incomplete or incorrect VIN. The VIN must match exactly what appears on the title and the vehicle itself. If the VIN is wrong, the DMV may reject the bill of sale when you try to register the vehicle. Before signing, compare the VIN on the bill of sale to the VIN on the title and the dashboard.
Sellers sometimes fail to keep a copy of the signed bill of sale. Both the buyer and seller should have a copy for their records. If the seller does not keep a copy and the buyer later gets a ticket or is involved in an accident, the seller may have difficulty proving they no longer own the vehicle. Similarly, buyers should keep their copy in case questions arise about the purchase price, condition, or date of sale.
What to do if you lose the bill of sale
If you have already registered the vehicle in your name, the DMV has a record of the transfer, and you can obtain a copy of the registration or title as proof of ownership. If you need a copy of the bill of sale itself, contact the seller and ask them to provide it or sign a duplicate.
If you cannot reach the seller or they refuse to provide a copy, you can sometimes request a copy from the DMV if one was filed with your registration. Not all states keep copies of bills of sale on file, so this option may not work in your state. Call your state's DMV to ask whether they retain copies and how to request one.
If you are trying to prove you purchased the vehicle and the bill of sale is lost, other documents may help — bank statements or canceled checks showing payment to the seller, text messages or emails discussing the sale, or witness statements from people present at the time of purchase. These are not as strong as the original bill of sale, but they can support your claim if needed.
Frequently Asked Questions
Can I write a bill of sale by hand, or does it have to be typed?
A handwritten bill of sale is usually acceptable as long as it includes all required information and is signed by both parties. Typed documents are clearer and easier to read, but handwritten ones are legally valid in most states. Make sure the handwriting is legible and both parties sign in ink.
What if the seller will not sign the bill of sale?
If the seller refuses to sign, do not complete the purchase. A bill of sale signed by both parties is your proof of the transaction. Without it, you have no legal documentation that you bought the vehicle, and you may have difficulty registering it or proving ownership if problems arise later.
Do I need a bill of sale if I am buying from a dealership?
Dealerships provide sales paperwork that serves the same purpose as a bill of sale. This paperwork is usually sufficient for DMV registration. However, review it to make sure it includes the VIN, sale price, date, and both parties' names and signatures before you leave the dealership.
Can I use a bill of sale to transfer a vehicle title without going to the DMV?
No. A bill of sale documents the sale but does not transfer the title. You must go to your state's DMV, provide the bill of sale and the original title, and complete the title transfer process. The DMV then issues a new title in your name.
What should I do with the bill of sale after I register the vehicle?
Keep the signed bill of sale in a safe place with your vehicle registration and title. You may need it later if questions arise about the purchase, the sale price, or the vehicle's condition at the time of sale. Some people store it in a fireproof safe or with other important documents.