What a Virginia bill of sale is and why you need one
A bill of sale is a written record that you sold a car to someone else. In Virginia, it is not required by law to transfer ownership — the title document itself does that — but a bill of sale protects both the seller and the buyer by creating a paper trail of the transaction. It shows the date of sale, the vehicle details, the price paid, and who owned it before and after.
You should use a bill of sale whenever you sell a car privately, whether you are selling to a friend, a family member, or a stranger. If you sell through a dealership, the dealership handles the paperwork. But if you are the one handling the sale, a bill of sale is your protection against disputes later — it proves you no longer own the vehicle and are not responsible for anything that happens to it after the sale.
Virginia does not have an official state form for a bill of sale, which means you can write one yourself or use a template. The document does not need to be notarized, though having it notarized adds an extra layer of proof if there is ever a question about whether the sale actually happened.
Key Takeaways
- A bill of sale is a written record of a car sale that protects both seller and buyer, even though Virginia law does not require one to transfer the title.
- You must include the vehicle identification number (VIN), the sale price, the date of sale, and the names and signatures of both the seller and buyer.
- Virginia does not provide an official bill of sale form, so you can create one yourself using a template or write it on plain paper.
- The bill of sale should be completed before the buyer takes possession of the car, and each party should keep a copy for their records.
- Having the bill of sale notarized is optional but adds legal weight if ownership is ever disputed.
What information must go on the bill of sale
The bill of sale needs to include enough detail that anyone reading it knows exactly which car was sold, who sold it, who bought it, and for how much. Start with the vehicle identification number (VIN) — this is the 17-character code on your title and on the driver's side of the dashboard. Include the year, make, model, and color of the car. If the car has a known mechanical issue or damage, you can note that too, though you are not required to.
Next, write the sale price in both numbers and words — for example, "$5,000 (five thousand dollars)" — so there is no confusion later. Add the date of the sale. Then write the full legal name, address, and signature of the seller (that is you, if you are selling). Below that, write the full legal name, address, and signature of the buyer. Both parties must sign the document for it to be valid.
You can also add a line stating that the car is being sold "as-is" with no warranty, which protects you from the buyer coming back later claiming something is broken. Some people add a line saying the seller is not responsible for the vehicle after the sale date, which is another layer of protection.
How to create a bill of sale document
You have three options: write one from scratch on plain paper, read a template from a reliable source, or have an attorney create one. Most people use a template because it ensures nothing important is left out.
If you write one yourself, use clear language and include all the information listed above. Type it or write it neatly in pen — do not use pencil, because pencil can be erased. Start with a title at the top: "Bill of Sale" or "Vehicle Bill of Sale." Then list each piece of information in a logical order: vehicle details, sale price, date, seller information, buyer information, and signatures. Leave space for both parties to sign and date.
You can find templates online through the Virginia Department of Motor Vehicles website or through legal document services. These templates are free and already formatted correctly. Print out the template, fill in the blanks by hand or on a computer, and print it again so both parties have a clean copy to sign.
When and how to sign the bill of sale
Both the seller and the buyer should sign the bill of sale before the buyer takes the car. This timing matters because it creates a clear record of when ownership changed hands. If you sign after the buyer has already driven away, it looks like you are documenting a sale that already happened, which is fine, but signing before is cleaner.
Each person should sign their name in pen, not type it. Write the date next to the signature. If you want the document notarized, take it to a notary public — you can find one at most banks, UPS stores, or through a notary service. The notary will watch you both sign, verify your identities with a driver's license, and then stamp and sign the document themselves. Notarization costs between $5 and $15 per signature, depending on the notary.
After signing, make at least two copies: one for the seller and one for the buyer. If the document was notarized, both parties should get a copy of the notarized version. Keep your copy in a safe place — you may need it if there is ever a question about when you sold the car or what condition it was in.
How the bill of sale connects to the title transfer
The bill of sale and the title are two separate documents that work together. The bill of sale proves the sale happened and shows the terms. The title is the official ownership document issued by the Virginia Department of Motor Vehicles. The buyer will use the bill of sale to help transfer the title into their name at the DMV.
When the buyer goes to the DMV to register the car in their name, they will need to bring the title (which you sign over to them), the bill of sale, proof of insurance, and payment for registration fees. The DMV will not accept the title transfer without proof that a sale occurred — the bill of sale is that proof. So even though Virginia does not legally require a bill of sale, the DMV process makes it practically necessary.
You, as the seller, do not need to do anything with the title after you sign it over to the buyer. Once they register it in their name, you are no longer the owner and have no further responsibility for the vehicle.
What to do if you lose the bill of sale or never created one
If you sold a car without a bill of sale and now need one — perhaps because the buyer is having trouble registering the car — you can create one after the fact. Write the document with all the same information, including the date you believe the sale occurred. Both parties should still sign it. This is not ideal because it is not contemporaneous (created at the time of sale), but it is better than nothing.
If you cannot locate the buyer to sign a bill of sale after the sale, contact the Virginia DMV. Explain the situation and ask what documentation they will accept instead. Some DMVs will accept a signed statement from the seller alone, though this is less common. The buyer may also be able to provide a copy if they kept one.
If you are the buyer and the seller refuses to provide a bill of sale, do not complete the purchase. Without it, you have no proof of the sale price or condition of the car, and you may have trouble registering it. A bill of sale protects you as much as it protects the seller.
Frequently Asked Questions
Does Virginia require a notarized bill of sale?
No. Virginia does not require a bill of sale at all, and notarization is optional. A handwritten or typed bill of sale signed by both parties is legally valid. Notarization adds extra proof that the signatures are genuine, but it is not necessary for the document to work.
Can I sell a car without a bill of sale in Virginia?
Technically yes, but you should not. The title transfer itself does not require a bill of sale, but the buyer will need one to register the car at the DMV. Without a bill of sale, you also have no proof you sold the car, which could cause problems if the car is involved in an accident or crime after the sale.
What if the buyer and I disagree on the sale price later?
This is why the bill of sale matters. If you both signed a bill of sale stating the price was $5,000, that is the agreed-upon price. If there is a dispute, the bill of sale is the evidence of what you both agreed to. This is another reason to have the document notarized — it makes it harder for someone to claim the signature is fake.
Do I need to report the sale to the Virginia DMV?
No. You do not report the sale yourself. The buyer reports it when they register the car in their name. Once they do that, the DMV records show you are no longer the owner. However, you should keep a copy of the bill of sale for your records in case there is ever a question about when you sold it.
Can I use a bill of sale from another state?
Yes, a bill of sale from another state is still a valid record of a sale in Virginia. However, it is better to use a Virginia bill of sale or a generic template, because it ensures the document includes all the information Virginia's DMV expects to see when the buyer registers the car.