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 from one owner to another.
The document itself is usually one to two pages long and looks like a straightforward form. It contains spaces for basic information: the names and addresses of both the seller and buyer, the vehicle identification number (VIN), the make and model of the vehicle, the odometer reading, the sale price, and the date of the transaction. Most states do not require a specific format, which means a bill of sale can be handwritten on plain paper, typed on a template, or filled out on a form provided by your state's Department of Motor Vehicles.
The purpose of a bill of sale is to create a paper trail. It proves that money changed hands, that both parties agreed to the sale, and that ownership transferred on a specific date. This matters when you register the vehicle with your state, when you file taxes, and if a dispute arises later about who owned the car at a particular time.
Key Takeaways
- A bill of sale is a signed document showing the seller's name, buyer's name, vehicle details, sale price, and date — it does not have to follow a government form unless your state requires one.
- The document protects both the seller (proof the car is no longer theirs) and the buyer (proof they own it and paid for it).
- You will need the bill of sale when you register the vehicle with your state's DMV or equivalent agency.
- Most states allow handwritten bills of sale, but typed versions are clearer and less likely to cause problems during registration.
What Information Goes on the Form
Every bill of sale includes the same core details, though the layout varies. At the top, you will see spaces for the seller's full name, address, and phone number, followed by the same information for the buyer. Below that is a section for the vehicle itself: the year, make, model, color, VIN (the 17-character identification code found on the dashboard or door frame), and the odometer reading at the time of sale.
The sale price appears next — this is the actual amount paid, not an estimated value. Below the price, you will find a line for the date the sale occurred and signature lines for both the seller and buyer. Some forms also include a section for the title number (the document that proves ownership) or notes about the vehicle's condition, but these are optional in most states.
A few states ask for additional details, such as whether the vehicle has a lien (a loan against it) or whether any warranties are included. Check your state's DMV website to see if there is a recommended form, but even if there is not, the basic information listed above will work in every state.
How a Bill of Sale Differs From a Title
The bill of sale and the title are two separate documents that serve different purposes. The title is the official government record of ownership — it is issued by your state and shows who legally owns the vehicle. The bill of sale is the transaction record that shows the sale happened and when.
When you buy a used car, the seller gives you the bill of sale and the title together. You then take both documents to your state's DMV to register the vehicle in your name. The DMV updates the title to show you as the new owner. The bill of sale stays with your records as proof of purchase; you do not file it with the state, but you keep it in case you need to prove when you bought the car or how much you paid.
Handwritten Versus Printed Forms
A handwritten bill of sale is legal in most states as long as it includes all the required information and both parties sign it. Many people write one out on notebook paper or a blank form they find online. The advantage is speed — you can complete it on the spot during the sale.
A printed or typed bill of sale is preferable because it is easier to read and less likely to cause confusion when you submit it to the DMV. Handwriting can be unclear, and if the DMV cannot read the VIN or sale price, they may ask you to resubmit. You can read free bill of sale templates from your state's DMV website, or use a generic template from a legal document site. Fill in the blanks, print it, and have both parties sign it in pen.
Either way, make sure both the seller and buyer sign and date the document. Some states require the signatures to be notarized (witnessed and certified by a notary public), but most do not. Check your state's requirements before you sign.
What Happens After You Sign
Once both parties have signed the bill of sale, make copies. The seller should keep one copy, and the buyer should keep one. The buyer then takes the original bill of sale and the title to the DMV to register the vehicle. The registration process varies by state, but generally you will fill out an process form, provide proof of insurance, and pay a registration fee.
The DMV will record the sale date and update the title to show the new owner. This process usually takes a few days to a few weeks, depending on how busy your local DMV is. During this time, the vehicle is legally yours (you have the bill of sale and the title), but the registration is not yet complete. Do not drive the car on public roads until you have received your registration and license plates.
Common Mistakes to Avoid
The most common mistake is leaving information blank. Every field should be filled in, including the odometer reading and the exact sale price. If you leave spaces empty, the DMV may reject the form and ask you to resubmit it with the seller, which delays registration.
Another mistake is using the wrong VIN. The VIN is a 17-character code that uniquely identifies the vehicle. It appears on the title, on the dashboard (visible through the windshield on the driver's side), and on the door frame. Copy it exactly as it appears on the title to avoid registration problems.
A third mistake is not keeping a copy for your records. Both the buyer and seller should have a signed copy of the bill of sale. If a dispute arises later — for example, if the seller claims the car was never sold — you will need proof of the transaction.
State-Specific Requirements
Most states accept a straightforward bill of sale form, but a few have specific requirements. Some states require notarization, meaning a notary public must witness both signatures. Others ask for the title number on the bill of sale. A handful of states provide their own official form that you must use.
The best way to find out what your state requires is to visit your state's DMV website and search for "bill of sale" or "used vehicle purchase." Many states offer a downloadable form or a list of what information must be included. If your state does not have an official form, any bill of sale that includes the seller's name and address, buyer's name and address, vehicle VIN, year, make, model, sale price, date, and both signatures will work.
Frequently Asked Questions
Can I write a bill of sale on any piece of paper?
Yes, in most states. As long as it includes the seller's and buyer's names and addresses, the vehicle VIN, year, make, model, sale price, date, and both signatures, it is valid. A handwritten bill of sale on notebook paper is legal in most places, though a typed version is clearer and less likely to cause problems at the DMV.
Do I need a notary to sign a bill of sale?
Most states do not require notarization, but a few do. Check your state's DMV website to be sure. If notarization is required, you can visit a bank, library, or notary service to have a notary witness both signatures. This usually costs between $5 and $15.
What if the seller will not sign the bill of sale?
The seller must sign for the sale to be legal and for you to register the vehicle. If the seller refuses, the sale cannot proceed. Make sure both parties sign before any money changes hands.
Can I use a bill of sale from the internet?
Yes, as long as the template includes all the required information for your state. Many free templates are available online and work in all states. Fill in the blanks, print it, and have both parties sign it in pen. Avoid templates that ask for unnecessary information or seem overly complicated.
What if I lose my copy of the bill of sale?
If you have already registered the vehicle, your registration and title are your proof of ownership, so a lost bill of sale is not a major problem. If you have not yet registered and you lose the original, contact the seller and ask for another signed copy. Keep the copy you receive in a safe place with your other car documents.