What a vehicle bill of sale is and why Illinois requires one
A vehicle bill of sale is a written record that you and the buyer (or seller) sign to document the transfer of a car, truck, or motorcycle. In Illinois, it serves as proof that money changed hands and that ownership moved from one person to the other. The state does not require you to use a specific form — you can write one yourself on plain paper — but the document must contain certain information for the Secretary of State to accept it when the new owner registers the vehicle.
The bill of sale protects both of you. For the seller, it shows you received payment and no longer own the vehicle, which shields you from liability if the buyer gets into an accident or racks up parking tickets after the sale. For the buyer, it proves they paid for the car and have a right to register it in their name. Without it, disputes over who owns the vehicle or who paid what can become expensive and time-consuming to resolve.
Key Takeaways
- Illinois does not mandate a specific bill of sale form, but the document must include the vehicle identification number (VIN), the sale price, the date, and signatures from both buyer and seller.
- The bill of sale is required by the Secretary of State when the new owner registers the vehicle, so the buyer will need your signed copy to complete their registration.
- You can handwrite a bill of sale on plain paper or use a template; either version is legally valid as long as it contains all required information and both parties sign it.
- Keeping a copy for your records protects you from liability after the sale and provides proof of the transaction if questions arise later.
What information must go on an Illinois bill of sale
The bill of sale must include the vehicle's VIN (vehicle identification number), which appears on the dashboard, the driver's side door jamb, and your registration documents. It must also show the make, model, and year of the vehicle, the sale price in dollars, and the date of the sale. Both the seller and the buyer must print their names and sign the document.
Include the seller's address and the buyer's address so there is no confusion about who is who. If the vehicle has a lien — meaning a bank or lender still owns part of it — write that on the bill of sale too. The buyer needs to know whether they are taking on a loan, and the Secretary of State uses this information to process the title correctly. If you are selling a vehicle with an outstanding loan, the lender must release the title before the new owner can register it in their name.
You do not need to include the odometer reading on the bill of sale itself, but Illinois law requires the seller to provide it to the buyer in writing at or before the time of sale. You can write it on the bill of sale, on a separate piece of paper, or in an email — any written form counts. The buyer will need this information to complete their registration with the Secretary of State.
How to write a bill of sale yourself
Start with a heading at the top: "Bill of Sale" or "Vehicle Bill of Sale." Below that, write "Seller:" followed by your full name and address, and "Buyer:" followed by the buyer's full name and address. Then list the vehicle details: make, model, year, VIN, and license plate number if you have it.
Write a straightforward statement like: "The seller hereby sells the above vehicle to the buyer for the sum of $[amount] on [date]." Then add a line for the odometer reading and the seller's statement about its accuracy (for example, "The odometer reading is [number] miles, and I certify this is accurate to the best of my knowledge"). Leave space for both the seller and buyer to sign and print their names. You can add the date next to the signatures.
If there is a lien on the vehicle, add a line that says something like: "This vehicle is subject to a lien held by [lender name]. The seller is responsible for paying off this lien." This alerts the buyer and the Secretary of State that the title transfer may take longer because the lender must release it first.
Where to find a bill of sale template
The Illinois Secretary of State does not provide an official bill of sale form, but many free templates are available online. You can search for "Illinois vehicle bill of sale template" and find options from legal document websites, the Better Business Bureau, or nonprofit consumer organizations. These templates include all the required fields and language that meets state standards.
If you prefer a more formal document, some office supply stores sell bill of sale pads designed for Illinois. These are inexpensive and come with carbon copies so you and the buyer each have a signed original. Whether you use a template, a pad, or handwrite the document on plain paper, the content is what matters — as long as it includes all required information and both parties sign it, the Secretary of State will accept it.
What happens after you sign the bill of sale
Give the buyer a signed copy of the bill of sale. They will need it to register the vehicle with the Secretary of State and to obtain a new title in their name. Keep a copy for yourself and store it somewhere safe — in a file, a drawer, or a digital folder. This copy is your proof that you sold the vehicle and received payment.
After the sale, you should also notify your insurance company and the Secretary of State that you no longer own the vehicle. You can do this by submitting a "Notice of Sale" form to the Secretary of State, which removes you from liability if the buyer gets into an accident or receives a traffic ticket. Some insurance companies will do this automatically when you cancel your policy, but it is worth confirming.
The buyer will take their signed copy of the bill of sale to a Secretary of State office or submit it online (if they are renewing an existing registration) along with their process for a new title. The Secretary of State uses the bill of sale to verify the sale price and confirm that the vehicle is being transferred legally. If there is a lien, the buyer may need to wait for the lender to release the title before their registration is complete.
Common mistakes to avoid when writing a bill of sale
Do not leave the VIN blank or write it incorrectly — the Secretary of State will reject the bill of sale if the VIN does not match the vehicle's title. Double-check it against your registration documents or the vehicle itself before you write it down. Do not forget to include the sale price; the Secretary of State needs this to calculate any applicable taxes or fees.
Do not skip the odometer reading or the seller's statement about its accuracy. Illinois law requires this, and the buyer cannot complete their registration without it. If you are unsure of the exact mileage, write "unknown" rather than guessing — the buyer will see this on the title and know to have the vehicle inspected if they are concerned.
Do not sign the bill of sale unless both you and the buyer are present and agree to all the terms. Once you sign, you are confirming that you received the stated payment and that you are transferring ownership. If the buyer later claims they paid less or that you promised to fix something, your signature on the bill of sale is evidence against you.
What to do if you lose your copy of the bill of sale
If you no longer have your copy, you can request a copy from the buyer or ask the Secretary of State for a certified copy of the title transfer record. The Secretary of State keeps records of all vehicle registrations and transfers, so you can contact their office and provide the vehicle's VIN and the approximate date of sale. They can provide you with documentation that the vehicle was transferred out of your name.
If you need to prove the sale for insurance or liability reasons, a certified copy from the Secretary of State carries the same legal weight as your original bill of sale. There is usually a small fee for this service, and it may take a few business days to receive the document.
Frequently Asked Questions
Can I sell a vehicle without a bill of sale in Illinois?
Technically, you can, but it is not advisable. The buyer will need a bill of sale to register the vehicle with the Secretary of State. Without one, they cannot obtain a new title, and you have no written proof that you sold the vehicle or received payment. This leaves you vulnerable to liability claims if something goes wrong after the sale.
What if the buyer and I disagree on the sale price after we sign?
The bill of sale is a binding document that shows what price you both agreed to. If a dispute arises, the signed bill of sale is evidence of the agreed-upon amount. To avoid this, make sure you and the buyer agree on the final price before you sign, and write it clearly on the document.
Do I need to notarize the bill of sale?
No, Illinois does not require the bill of sale to be notarized. Your signatures alone are sufficient for the Secretary of State to process the title transfer. However, having it notarized adds an extra layer of legal protection and may be useful if a dispute arises later.
What if the vehicle has a lien and the lender will not release the title?
You cannot legally sell a vehicle with an outstanding lien unless the lender agrees and releases the title. Contact your lender and ask them to release the title once you pay off the loan. The buyer should not complete the purchase until the title is released and in your name free and clear.
Can the buyer register the vehicle before I notify the Secretary of State that I sold it?
Yes. The buyer can register the vehicle using the bill of sale you signed. You do not have to notify the Secretary of State separately — the buyer's registration process will transfer the title to their name automatically. However, submitting a Notice of Sale removes you from liability sooner and is a good practice.