What a Washington vehicle bill of sale is and why you need one
A bill of sale is a written record that you sold a vehicle to someone else, or that someone sold one to you. In Washington State, it is not required by law to complete a sale — the state does not mandate it — but it protects both the buyer and seller by documenting the price paid, the vehicle details, and the date of transfer. Without one, either party has little proof of what was agreed to if a dispute arises later.
The bill of sale is separate from the vehicle title and registration. The title proves ownership; the bill of sale proves the transaction happened. When you sell a car privately (not through a dealer), a bill of sale creates a paper trail that the new owner can show to the Department of Licensing when they register the vehicle in their name.
Washington 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 includes the key information: the vehicle identification number (VIN), the sale price, the date, and the signatures of both buyer and seller.
Key Takeaways
- Washington State does not require a bill of sale by law, but creating one protects both buyer and seller by documenting the transaction in writing.
- A bill of sale must include the VIN, sale price, date of sale, and signatures from both the buyer and the seller to be valid.
- You can write your own bill of sale or use a template; Washington does not provide an 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 to include on a Washington bill of sale
A complete bill of sale should contain the vehicle identification number (VIN), which appears on the title and on the dashboard of the car. Include the year, make, model, and color so there is no confusion about which vehicle is being sold. Write down the odometer reading at the time of sale, the sale price in dollars, and the date the sale took place.
Add the full names and addresses of both the seller and the buyer. If either party is a business, use the business name and the address where the business operates. Include the signature line for both parties — each person must sign and print their name. Some people also add the date each person signed, which can be helpful if there is a gap between when the agreement was made and when it was signed.
You may also note whether the vehicle is sold "as-is" (meaning the buyer accepts it in its current condition) or whether the seller is making any promises about its condition. This protects the seller from later claims that something was wrong with the car that the buyer should have noticed.
How to write or create a bill of sale
The simplest approach is to write the bill of sale by hand on a blank piece of paper. Start with a heading like "Vehicle Bill of Sale" at the top. Then list each piece of information in order: seller name and address, buyer name and address, vehicle details (VIN, year, make, model, color, odometer reading), sale price, date of sale, and signature lines for both parties.
If you prefer a template, you can search online for "Washington State vehicle bill of sale template" and find free examples from legal document websites or the Washington State Department of Licensing website. read the template, fill in the blanks with your information, print it, and have both parties sign it.
Whether you write it by hand or use a template, make sure both the buyer and seller receive a copy. Keep your copy in a safe place — you may need it later if there is a question about when the sale happened or what was agreed to.
When the buyer needs the bill of sale
The buyer will bring the bill of sale to the Department of Licensing when they register the vehicle in their name. The Department does not require the bill of sale to process the registration, but the buyer should have it as proof of purchase in case questions arise about the transaction.
If the buyer is financing the vehicle through a bank or credit union, the lender may ask to see the bill of sale as part of the loan process. Some insurance companies also ask for it when the buyer obtains coverage for the vehicle.
What happens if you do not have a bill of sale
If a bill of sale was never created, the buyer can still register the vehicle — the title itself is the main document the Department of Licensing needs. However, without a bill of sale, the buyer has no written proof of the price paid or the date of the transaction. If the seller later claims the sale never happened, or if there is a dispute about the condition of the vehicle, the buyer has less protection.
For the seller, the lack of a bill of sale means there is no written record that they transferred the vehicle. If the new owner gets into an accident or racks up parking tickets before registering the car, the original owner might still be held responsible because there is no document showing when ownership changed hands.
Signing and witnessing the bill of sale
Both the buyer and the seller must sign the bill of sale. Signatures do not need to be notarized in Washington — a straightforward signature from each party is enough. However, some people choose to have the document notarized anyway, which adds an extra layer of proof that both parties signed it willingly.
You do not need a witness to sign the bill of sale, but having one can be helpful. A witness is straightforward someone present when both parties sign who can later confirm that the signatures are genuine. If you decide to include a witness, add a line for their name, address, and signature.
Keeping records after the sale
After the sale is complete, store your copy of the bill of sale with other important documents. If you are the seller, keep it for at least a few years in case questions come up about the transaction. If you are the buyer, keep it with your vehicle title and registration documents.
If you sell the vehicle later, you may want to show the bill of sale to the next buyer as proof that you owned it. It also helps if you ever need to file an insurance claim or deal with a legal issue related to the vehicle.
Frequently Asked Questions
Does Washington State require a bill of sale?
No, Washington does not legally require a bill of sale to complete a vehicle sale. However, creating one is strongly recommended because it protects both the buyer and seller by documenting the transaction in writing.
Can I use a bill of sale from another state?
Yes, a bill of sale from another state will work in Washington. The key is that it includes all the necessary information: VIN, sale price, date, and signatures from both parties. Washington does not have specific formatting requirements.
What if the buyer does not want to sign the bill of sale?
If the buyer refuses to sign, that is a red flag. A legitimate buyer should be willing to sign a straightforward document that protects both of you. If they will not, you may want to reconsider the sale or consult with a lawyer before proceeding.
Can I sell a vehicle without the title present?
You should not sell a vehicle without having the title available. The buyer will need the title to register the vehicle in their name at the Department of Licensing. A bill of sale alone is not enough to transfer ownership — the title is the legal document that proves ownership.
What if I lost my copy of the bill of sale?
If you lost your copy, ask the other party for theirs. If neither of you has a copy, you can create a new one based on your memory of the transaction, though it will not be as strong as the original. Going forward, keep important documents in a safe place or scan them and store digital copies.