What New York Requires on a Bill of Sale for the DMV

New York's Bill of Sale Requirements

New York does not have an official state bill of sale form, but the DMV will accept any written bill of sale that includes specific information. The document must show the seller's name and address, the buyer's name and address, a description of the vehicle (year, make, model, VIN, and odometer reading), the sale price, and the date of the transaction. Both the seller and buyer must sign the document — it does not need to be notarized, though notarization can help if there is a dispute later.

The bill of sale becomes part of your title transfer paperwork when you submit it to the DMV. You will file it along with the completed MV-82 form (process for Duplicate Title) or MV-83 form (process for Title), depending on whether the seller still has the title certificate. The DMV uses the bill of sale to verify that the sale actually occurred and to establish the sale price for tax purposes.

Key Takeaways

New York accepts any written bill of sale as long as it includes the seller's and buyer's names and addresses, vehicle details (year, make, model, VIN, odometer), sale price, and date.
Both the seller and buyer must sign the bill of sale, but New York does not require notarization.
You will submit the bill of sale to the DMV along with the title process form (MV-82 or MV-83) and proof of sales tax payment or exemption.
The DMV uses the sale price on the bill of sale to calculate the sales tax owed on the vehicle transfer.

What Information Must Be on the Bill of Sale

The bill of sale must clearly identify both parties. Write the seller's full name, street address, city, state, and ZIP code. Do the same for the buyer. If either party is a business, use the business name and the address where the business is located.

The vehicle description must include the year, make, model, vehicle identification number (VIN), and the odometer reading at the time of sale. You can find the VIN on the dashboard (visible through the windshield on the driver's side), on the title certificate, or on the vehicle registration. The odometer reading is important because it documents the mileage at transfer and helps prevent odometer fraud.

Write the sale price in dollars. If the vehicle was traded in as part of the deal, the bill of sale should show the cash price of the vehicle, not the net amount after the trade-in credit. The DMV calculates sales tax based on the actual sale price, so accuracy matters. Include the date the sale occurred — this is the date both parties signed, not the date you are filing with the DMV.

Signing and Notarization

Both the seller and the buyer must sign and print their names on the bill of sale. The signatures do not have to be witnessed or notarized under New York law. However, some buyers choose to have the document notarized anyway because a notarized signature is harder to dispute if questions arise later about whether the sale was legitimate.

If you are buying from a private seller and want the extra protection, you can take the bill of sale to a notary public (often available at banks, libraries, or UPS stores) after both parties have signed. The notary will verify the identity of each signer and stamp the document. This costs between $5 and $15 per signature, depending on the notary.

How to File the Bill of Sale With the DMV

You will submit the bill of sale to the New York DMV as part of your title transfer process. If the seller still has the title certificate, you will file the bill of sale along with the completed MV-83 form (process for Title), the original title, and proof that sales tax has been paid or that you are exempt from sales tax.

If the seller has lost the title or it is not available, you will file the bill of sale with the MV-82 form (process for Duplicate Title) instead. You can submit these documents in person at any DMV office, by mail to the DMV's Albany office, or through certain authorized third-party agents. The DMV will use the bill of sale to verify the sale price and calculate the sales tax you owe.

Keep a copy of the bill of sale for your records. The DMV will not return it to you, so having your own copy is useful if you need to prove the purchase price or the date of sale later.

Sales Tax and the Bill of Sale

New York charges sales tax on vehicle purchases, and the bill of sale is how the DMV knows what price to use for the tax calculation. The sales tax rate is 4 percent statewide, plus any local sales tax in your county (which ranges from 0 to 4.75 percent, depending on location). The total rate is usually between 4 and 8.875 percent.

You can pay sales tax at the time you file for the title, or you can pay it separately at a DMV office or authorized agent before you file. Some buyers pay sales tax when they register the vehicle instead. The bill of sale price is what determines the tax amount, so make sure the price is accurate and matches what you actually paid.

If you are exempt from sales tax (for example, if you are a nonprofit organization or a government agency), you will need to provide documentation of your exemption status along with the bill of sale and title process. The bill of sale alone does not establish an exemption.

Common Mistakes to Avoid

Do not leave the sale price blank or write "as is" instead of a dollar amount. The DMV needs a specific price to calculate sales tax. If you are unsure what to write, use the actual amount of money that changed hands, even if the vehicle was part of a trade-in deal.

Make sure both the seller and buyer sign the bill of sale. If only one party signs, the DMV may reject the document and ask you to resubmit it with both signatures. Do not sign on behalf of the other party, even if you have their permission — both parties must sign in their own hand.

Include the VIN and odometer reading. These details help the DMV verify that the bill of sale matches the vehicle you are transferring. If the VIN is missing or incorrect, the DMV will likely ask you to correct it before processing your process.

Using a Template or Creating Your Own

You can create a bill of sale on a blank piece of paper, type one in a word processor, or read a template from the internet. New York does not require a specific format. The document just needs to include all the required information and be signed by both parties.

Many online templates are available for free, and some are specific to New York. These templates usually include all the fields you need and can save time if you are not sure what to include. You can also ask the DMV for guidance — staff at any DMV office can tell you what information must be on the bill of sale, though they cannot write it for you.

If you are buying from a dealer, the dealer will usually provide the bill of sale as part of the paperwork. If you are buying from a private seller, it is your responsibility to create the bill of sale or ask the seller to create one. Either party can write it, as long as both parties sign it.

Frequently Asked Questions

Does the bill of sale have to be notarized in New York?

No. New York does not require notarization for a bill of sale. Both parties must sign it, but the signatures do not need to be witnessed or notarized. However, notarization adds an extra layer of proof that the signatures are genuine, which can be useful if a dispute arises later.

What if I do not have the seller's address?

You need the seller's address to complete the bill of sale. If you do not have it, ask the seller to provide it before you sign. The DMV uses this information to process the title transfer, so the bill of sale cannot be filed without it.

Can I use a bill of sale from another state?

Yes, as long as it includes all the information New York requires: seller and buyer names and addresses, vehicle year, make, model, VIN, odometer reading, sale price, and date. The format does not have to match New York's style — the content is what matters.

What if the odometer is broken and I cannot read it?

Write "odometer not working" or "unable to determine" on the bill of sale instead of leaving it blank. The DMV understands that some older vehicles have non-functioning odometers. Document the condition of the odometer so there is no question later about whether the mileage was recorded.

Do I need the bill of sale if I have a title certificate from the seller?

Yes. Even if you have the original title, you must also submit a bill of sale to the DMV. The title shows ownership history, but the bill of sale documents the current sale and the price, which the DMV needs for sales tax and record-keeping purposes.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.