A bill of sale is a written record that you and the seller sign to prove a vehicle changed hands

A bill of sale is a document that shows the buyer and seller agreed to transfer a vehicle. It records the vehicle's details, the sale price, the date, and the signatures of both parties. Most states do not require a bill of sale to register a vehicle in your name, but many buyers and sellers use one anyway because it creates proof of the transaction — useful if a dispute arises later or if the seller does not transfer the title promptly.

Whether your state requires a bill of sale depends on where you live and how you bought the vehicle. Some states make it mandatory; others leave it optional. Even when it is optional, having one protects you. If you buy a used car from a private seller and do not get a bill of sale, you have no written proof of what you paid, what condition the car was in, or when the sale occurred.

Key Takeaways

  • A bill of sale is a signed document between buyer and seller that records the vehicle's details, sale price, and date of transfer.
  • Some states require a bill of sale before you can register a vehicle; others make it optional but still recommend it.
  • You can use a state-provided form, a template from a DMV website, or a straightforward written agreement as long as both parties sign it.
  • A bill of sale protects you if the seller does not transfer the title on time or if a dispute arises about the sale.
  • You typically submit the bill of sale to your DMV or state motor vehicle office along with the title and registration forms when you register the vehicle.

When your state requires a bill of sale

Requirements vary by state. Some states — including California, Florida, and Texas — do not legally require a bill of sale to transfer a vehicle title. In those states, the title itself serves as the main record of ownership transfer. However, other states, such as New York and Ohio, do require one or strongly recommend it as part of the registration process.

Even in states where a bill of sale is optional, the DMV or your state's motor vehicle office may ask for one if there is a gap between when you bought the vehicle and when you register it, or if the seller's name on the title does not match other documents. Check your state's DMV website or call your local office to confirm the requirement before you buy.

What information goes on a bill of sale

A bill of sale should include the vehicle identification number (VIN), make, model, year, and color. It should also show the sale price, the date of sale, and the full names and addresses of both the buyer and seller. Many states provide a specific form with blanks for this information; others accept any written document that contains these details and is signed by both parties.

Some states ask for additional information, such as the odometer reading at the time of sale, whether the vehicle has a lien (money still owed to a bank or lender), and the condition of the vehicle. If the seller still owes money on the vehicle, the bill of sale should note that, and you should not complete the purchase until the lien is paid off or transferred to you.

How to get a bill of sale form

Your state DMV website usually offers a free bill of sale form you can read and print. Search "[your state] DMV bill of sale" to find it. If your state does not provide an official form, you can use a template from a legal document website or write one yourself on plain paper, as long as it includes all the required information and both parties sign it.

Some title companies and auto dealers also provide bill of sale forms. If you are buying from a dealer, they may prepare one for you. If you are buying from a private seller, you can bring a printed form or template to the meeting and fill it out together. Both the buyer and seller should keep a copy for their records.

Signing and submitting your bill of sale

Both the buyer and seller must sign the bill of sale in front of each other. Some states require the signatures to be notarized (witnessed and certified by a notary public), while others do not. Check your state's requirement before you sign. If notarization is required, you can visit a bank, library, or notary service to have it done — there is usually a small fee, typically between $5 and $15.

After you sign, submit the bill of sale to your DMV or state motor vehicle office along with the title, registration forms, and proof of insurance. The exact process and timeline vary by state. Some offices accept documents by mail; others require you to visit in person. Your state's DMV website will tell you what to send and where to send it.

Why a bill of sale matters even when it is optional

If your state does not require a bill of sale, you might think you do not need one. But having one protects you in several ways. If the seller does not transfer the title to you within a reasonable time, you have written proof that you bought the vehicle and when. If the seller is later contacted about a parking ticket or accident involving the vehicle, the bill of sale shows you owned it at that time, not them.

A bill of sale also protects the seller. It proves they sold the vehicle and are no longer responsible for it. If you do not register the vehicle in your name and someone else gets hurt or property is damaged, the seller could be held liable — unless they have a bill of sale showing they transferred ownership to you on a specific date.

Common mistakes to avoid

Do not leave the bill of sale blank or incomplete. Fill in every field, including the VIN, sale price, and date. If a field does not explore to your sale, write "N/A" rather than leaving it blank. Do not sign a bill of sale that the seller has already signed — both parties should sign at the same time, in front of each other if possible.

Do not assume the bill of sale is the same as the title. The title is the legal document that proves ownership; the bill of sale is a record of the transaction. You need both. If you buy a vehicle and the seller does not give you the title or does not sign it over to you, contact your state DMV when ready — you may have legal recourse, but the longer you wait, the harder it becomes to resolve.

Frequently Asked Questions

Do I need a bill of sale if I am buying from a dealer?

Dealers usually provide their own paperwork, which often includes a bill of sale or serves the same purpose. Ask the dealer whether they provide one and whether your state requires it. Even if the dealer does not offer one, you can request one for your records.

What if the seller will not sign a bill of sale?

If a private seller refuses to sign a bill of sale, that is a red flag. It suggests they may not own the vehicle outright, may be hiding something about its history, or may not intend to transfer the title. Do not complete the purchase until you have a signed bill of sale and the seller has committed to transferring the title.

Can I use a bill of sale instead of a title?

No. A bill of sale records the sale; the title proves ownership. You need both. The seller must sign the title over to you, and you must submit it to your DMV to register the vehicle in your name. A bill of sale alone does not transfer ownership.

How long do I keep a bill of sale?

Keep your copy of the bill of sale for as long as you own the vehicle, and ideally longer. It serves as proof of purchase and can be useful if you sell the vehicle later, file an insurance claim, or need to prove when you bought it. Many people keep it with their vehicle title and registration documents.

What if I lost the bill of sale after I bought the vehicle?

If you have already registered the vehicle in your name, the DMV record shows you are the owner. You can request a copy of your registration or title from your state DMV. If you need a copy of the bill of sale itself, contact the seller and ask them to provide one, or check whether your state DMV kept a copy on file.