Virginia requires a bill of sale when you buy or sell a car, but the state does not provide an official form — you can write one yourself or use a template, as long as it includes the buyer's and seller's names, the vehicle identification number (VIN), the sale price, and the date of sale
Virginia law does not mandate a specific document format or require you to use a state-issued bill of sale. The Department of Motor Vehicles (DMV) accepts any written record that shows who bought the car, who sold it, what car changed hands, and for how much. A handwritten bill of sale on notebook paper is legally valid in Virginia as long as it contains those four core pieces of information.
The bill of sale serves as proof of the transaction when you register the vehicle or transfer the title. The DMV uses it to verify the sale price for tax purposes and to confirm that both parties agreed to the transfer. Without a bill of sale, you have no written record of the sale, which can create problems if a dispute arises later or if the DMV questions the transaction.
Key Takeaways
- Virginia does not require a state-specific bill of sale form; any written document with the buyer's name, seller's name, VIN, sale price, and date is legally acceptable.
- The bill of sale is used by the DMV to verify the sale price and calculate sales tax when you register the vehicle.
- Both the buyer and seller should sign and date the bill of sale, and each should keep a copy for their records.
- If you are buying a car from a private seller, ask for a bill of sale before handing over money; if you are selling, create one and have the buyer sign it.
What information must be included on a Virginia bill of sale
The bill of sale must contain the seller's full name and address, the buyer's full name and address, the vehicle's VIN (found on the dashboard or title), the year, make, and model of the car, and the sale price in dollars. Virginia law does not require the odometer reading, but including it is common practice and protects both parties by documenting the vehicle's condition at the time of sale.
You should also include the date of the sale and the signatures of both the buyer and the seller. Some people add a line stating that the car is sold "as-is" to clarify that the seller makes no warranty about the vehicle's condition, though this is optional. 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.
How to create a bill of sale in Virginia
You can handwrite a bill of sale or type one on a computer. There is no requirement to use a template, but using one ensures you do not forget any required information. The Virginia DMV website does not provide an official form, but many free templates are available online through legal document sites and the Virginia State Bar's public resources.
Write or type the document clearly so that all information is legible. Include a title at the top such as "Bill of Sale" so there is no confusion about what the document is. Leave space for both the buyer and seller to sign and print their names, and include a line for the date. Make at least two copies — one for the buyer and one for the seller — before anyone signs.
Signing and witnessing requirements
Virginia does not require the bill of sale to be notarized or witnessed by a third party. Both the buyer and the seller straightforward need to sign and date the document. However, having a witness sign the bill of sale can be helpful if a dispute arises later, because the witness can confirm that both parties signed voluntarily and understood what they were signing.
If you choose to have the document notarized, a notary public will verify the identities of both parties and watch them sign. Notarization is not legally required in Virginia for a bill of sale, but it does add an extra layer of proof that the transaction was legitimate. Some buyers request notarization for peace of mind, especially in higher-value sales.
When to use the bill of sale during the registration process
When you buy a car in Virginia, you must register it with the DMV within a certain timeframe. The bill of sale is one of the documents you submit along with the title, proof of insurance, and your registration process. The DMV uses the sale price on the bill of sale to calculate the sales tax you owe on the purchase.
If you are selling a car, give the buyer a signed copy of the bill of sale at the time of sale. Keep a copy for yourself. If the buyer later registers the vehicle and the DMV contacts you about the transaction, you will have proof of the sale and the agreed-upon price. This protects you if the buyer claims a different price or if there is a dispute about whether the sale actually occurred.
What happens if you do not have a bill of sale
If you buy a car without a bill of sale, you have no written proof of the transaction. If the seller later claims you did not pay the full amount, or if the DMV questions the sale price, you cannot point to a signed document to settle the dispute. The DMV may delay your registration or ask for additional proof of purchase.
Selling a car without a bill of sale also leaves you vulnerable. If the buyer does not register the vehicle and it is later involved in an accident or crime, you may still be listed as the owner. A bill of sale, signed by the buyer, shows that you transferred ownership and are no longer responsible for the vehicle. Without it, you have no proof of the transfer.
Private sale versus dealer sale
When you buy from a licensed car dealer in Virginia, the dealer typically handles the paperwork and provides the bill of sale as part of the transaction. Dealers are familiar with state requirements and will may support the document is correct before you sign.
When you buy from a private seller, you are responsible for creating or requesting the bill of sale. Many private sellers are not familiar with what is required, so it is your job to bring a template or draft and ask the seller to sign it before you hand over payment. If the seller refuses to sign a bill of sale, that is a red flag — it suggests they may not be the legitimate owner or may be hiding something about the vehicle's history.
Frequently Asked Questions
Can I handwrite a bill of sale, or does it have to be typed?
Handwritten bills of sale are legally valid in Virginia as long as the information is clear and legible. Typed documents are also acceptable. The format does not matter — only that the required information is present and both parties have signed it.
What if the seller will not sign a bill of sale?
Do not complete the purchase. A legitimate seller should have no reason to refuse to sign a bill of sale. If they will not, it may mean they do not own the car outright, the title is unclear, or they are trying to hide something. Walk away from the deal.
Do I need to register the bill of sale with the DMV separately?
No. You submit the bill of sale to the DMV as part of your vehicle registration process, along with the title and other required documents. The DMV keeps it on file but does not register it as a separate document.
Is a bill of sale the same as a title?
No. The title is the official state document that proves ownership of the vehicle. The bill of sale is a record of the transaction between buyer and seller. You need both — the bill of sale to show the sale occurred, and the title to show who now owns the car.
What if I bought a car years ago and never got a bill of sale?
If you are already registered as the owner with the DMV, you do not need to obtain a bill of sale now. However, if you are selling that car, create a bill of sale for the new buyer. If you need proof of your purchase for insurance or legal reasons, contact the DMV to see what records they have on file.