What a Washington car 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, or that someone sold a car to you. In Washington State, it is not required by law to have one, but the Department of Licensing strongly recommends it. The bill of sale protects both the buyer and the seller by creating a paper trail of who owned the vehicle on what date, how much was paid, and what condition the car was in.
If you do not have a bill of sale and a dispute arises later — the buyer claims the car had hidden damage, or the seller claims they were never paid — you have no official record to back up your side. A bill of sale also helps the buyer prove ownership when they register the vehicle, and it helps the seller prove they no longer own it if the buyer later gets a ticket or is involved in an accident.
Washington State does not have an official state form for a bill of sale, which means you can write one yourself or use a template. What matters is that it contains the key information and is signed by both parties.
Key Takeaways
- Washington State does not require a bill of sale by law, but the Department of Licensing recommends having one to protect both buyer and seller.
- A bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both the buyer and seller.
- You can write a bill of sale yourself using a template or plain language, since Washington has no official state form.
- The buyer will need the bill of sale when they register the vehicle with the Department of Licensing, so keep a copy for your records.
What information must go on a Washington bill of sale
A bill of sale should include the vehicle identification number (VIN), which you can find on the dashboard on the driver's side or on the title document. It should also have the year, make, and model of the car. Write down the exact sale price in both numbers and words — for example, "One thousand five hundred dollars ($1,500.00)" — so there is no confusion later.
Include the date of the sale, the full names and addresses of both the buyer and the seller, and the condition of the vehicle at the time of sale. You can note whether the car is being sold "as-is" or with any warranties. Both the buyer and the seller must sign and date the bill of sale in front of each other, or you can have it notarized for extra protection, though notarization is not required in Washington.
If the car has a lien on it — meaning a bank or lender still owns part of it — that should be noted on the bill of sale as well. The seller should disclose whether the lien will be paid off before or after the sale closes.
How to write a bill of sale if you do not use a template
You can write a bill of sale on plain paper or print one from a template. Start with a straightforward heading like "Bill of Sale" at the top. Then write out the information in paragraph form or use a structured format with labeled blanks. The language does not have to be formal or legal-sounding — plain English is fine.
An example structure might look like this: "I, [seller name], sold my vehicle, a [year] [make] [model] with VIN [number], to [buyer name] on [date] for [price]. The vehicle is sold as-is. Both parties agree to the terms of this sale." Then leave space for both signatures and the date.
If you are uncomfortable writing one yourself, you can find free templates online from the Washington State Department of Licensing website or from legal document sites. Print the template, fill in the blanks, and have both parties sign it.
What happens with the bill of sale after the sale
Both the buyer and the seller should keep a copy of the signed bill of sale. The buyer will need it when they go to the Department of Licensing to register the vehicle in their name. The seller should keep their copy as proof that they no longer own the vehicle, in case questions come up later about parking tickets, tolls, or other issues tied to the car.
The bill of sale is separate from the title document. The title is the official ownership record kept by the state, and it must be signed over by the seller to the buyer. The bill of sale is your personal record of the transaction and is not filed with any government agency.
When a bill of sale is especially important
A bill of sale becomes even more valuable if you are selling a car privately rather than trading it in at a dealership. Private sales have no middleman to document the transaction, so the bill of sale is your only written proof of what happened. It is also important if the sale price is significantly different from the car's market value, because it shows that both parties agreed to that price and prevents later claims of fraud or misunderstanding.
If you are buying a used car from a private seller, asking for a bill of sale is a reasonable request and most honest sellers will have no problem providing one. If a seller refuses to sign a bill of sale or seems evasive about it, that is a red flag that something may be wrong with the vehicle or the sale.
Differences between a bill of sale and a title
The title is the official legal document issued by Washington State that proves who owns the vehicle. It is registered with the Department of Licensing and can only be transferred by the current owner signing it over to the new owner. The title is a government record.
A bill of sale is a private record between the buyer and seller. It documents the transaction but is not filed with the state. You can have a bill of sale without a title (for example, if the title is lost), but you cannot legally own a vehicle in Washington without eventually getting a title in your name through the Department of Licensing.
Think of it this way: the bill of sale proves the sale happened; the title proves who the state says owns the car. Both matter, but they serve different purposes.
Frequently Asked Questions
Do I have to notarize a bill of sale in Washington?
No, notarization is not required in Washington. A bill of sale signed by both the buyer and seller is valid without it. However, having it notarized adds an extra layer of proof that both parties actually signed it, which can be helpful if a dispute arises later.
What if I lost the bill of sale after I bought the car?
If you have already registered the vehicle with the Department of Licensing, your registration and title are your proof of ownership. You do not need the bill of sale to keep the car. If you need to prove you bought it from a specific person, you may be able to get a copy from the seller or use bank records showing the payment.
Can I sell a car without a title in Washington?
You cannot legally transfer ownership of a vehicle in Washington without a title. If the title is lost, the seller must get a duplicate from the Department of Licensing before the sale can be completed. A bill of sale alone is not enough to transfer legal ownership.
Should I include the odometer reading on the bill of sale?
Yes, it is a good idea to include the mileage on the bill of sale. This creates a record of the car's condition at the time of sale and can help prevent disputes later if the buyer claims the odometer was rolled back or if there are questions about wear and tear.
What if the buyer and seller disagree on the sale price later?
This is exactly why a signed bill of sale matters. If both parties signed a bill of sale stating the price was $5,000, that is the agreed-upon price and both parties are bound by it. Without a bill of sale, it becomes a he-said-she-said situation with no proof of what was actually agreed to.