A bill of sale is a written record that you sold a vehicle to someone else

A bill of sale is a document that proves ownership changed hands. It shows the seller, the buyer, the vehicle details, the sale price, and the date of the transaction. When you sell a car, truck, or motorcycle, a bill of sale creates a paper trail that protects both you and the buyer if questions come up later about who owned the vehicle and when.

The bill of sale itself does not transfer the title at the DMV — that is a separate step. But most states require you to have a bill of sale before you can transfer the title, and some states require you to submit a copy to the DMV along with the title paperwork. The bill of sale is your proof that the transaction happened.

You do not need to buy a special form. Many states provide a bill of sale template on their DMV website, but you can also write one by hand or type one yourself, as long as it includes the required information. Some states accept forms from online legal services or auto dealer associations. Check your state DMV website to see whether they have a specific form they prefer or require.

Key Takeaways

  • A bill of sale documents that a vehicle was sold, including the seller, buyer, vehicle identification number, sale price, and date.
  • Most states do not require a specific form — you can handwrite or type a bill of sale as long as it contains the required information.
  • Some states require you to submit the bill of sale to the DMV along with the title transfer paperwork, while others only ask that you keep it on file.
  • Both the seller and buyer should sign and date the bill of sale, and each should keep a copy for their records.
  • A bill of sale protects both parties by creating a dated record of the transaction if disputes arise later.

What information must be on a bill of sale

The bill of sale must identify both people involved in the sale. Include the seller's full name, address, and phone number, and the buyer's full name, address, and phone number. If either party is a business, use the business name and the name of the person signing on behalf of the business.

The vehicle section must include the vehicle identification number (VIN), the year, make, and model, the color, the current odometer reading, and the license plate number if one is already assigned. Do not leave any of these blank — they are how the DMV matches the bill of sale to the title.

The sale section must state the sale price in dollars. If no money changed hands (for example, if you gave the vehicle to a family member), write "no consideration" or "$0" and be prepared to explain that to the DMV if asked. Include the date the sale occurred, not the date you are signing the form. Both the seller and the buyer must sign and print their names. Some states also require the signatures to be notarized, so check your state DMV website before you sign.

Where to find your state's bill of sale form

Start at your state DMV website. Search for "bill of sale" or "vehicle bill of sale." Most states post a template as a PDF you can read and print, or as a Word document you can fill in on your computer. If your state does not provide one, you can use a generic bill of sale template from a legal document service, but verify that it includes all the fields your state DMV requires.

Some states have more than one version — for example, separate forms for private sales and dealer sales, or different forms for cars versus motorcycles. read the version that matches your situation. If you are unsure which form to use, call your state DMV or visit a local office and ask them to show you an example.

You can also ask the buyer to provide a bill of sale form if they have one. Many buyers bring their own form to the sale, especially if they have bought vehicles before. As long as it includes all required information and both parties sign it, either version works.

How to fill out a bill of sale correctly

Use black or blue ink if you are handwriting the form. Print clearly and spell all names and addresses exactly as they appear on government-issued ID. Do not use nicknames or abbreviations for names, even if that is how you normally go by.

For the VIN, copy it directly from the vehicle title, the registration, or the driver's side door jamb. Do not guess or abbreviate. The odometer reading must be the actual mileage at the time of sale — this is a legal statement, and falsifying it is fraud. If the odometer does not work, write "odometer not functioning" rather than leaving it blank.

Write the sale price as a number, not words. If the sale price is $5,500, write "$5,500" or "5500" — do not write "five thousand five hundred dollars." Leave no blank lines. If a field does not explore, write "N/A" so it is clear you did not skip it by accident.

Sign and date the form on the same day the sale occurs, or as close to that day as possible. The date on the bill of sale should match the date you hand over the keys and the buyer hands over the money. If you sign it weeks later, the DMV may ask why there is a gap.

When to submit the bill of sale to the DMV

Some states require the seller to submit the bill of sale to the DMV within a set number of days — often 10 to 30 days. Other states only require the buyer to submit it when they explore for a new title. Check your state DMV website to see what the rule is in your state.

If your state requires the seller to submit it, you can usually do this by mail, in person at a DMV office, or online through your state's DMV portal. Include a copy of the bill of sale and any other forms your state requires. Keep a copy for your own records.

If your state only requires the buyer to submit it, make sure you give the buyer a signed copy before they leave. They will need it to register the vehicle in their name. Do not assume the buyer will remember to bring it to the DMV — give them a copy in writing.

Common mistakes to avoid when signing a bill of sale

Do not sign a blank bill of sale and let the buyer fill in the details later. Once you sign, you are attesting that all the information on the form is true. If the buyer changes the price, the date, or the vehicle details after you sign, you could be held responsible.

Do not accept a bill of sale that lists a price lower than what you actually received. Some buyers ask sellers to write a lower price to reduce the sales tax they owe. This is tax fraud, and both the buyer and seller can face penalties. Write the actual sale price.

Do not sign unless both you and the buyer have printed your names clearly below your signatures. A signature alone is not enough — the DMV needs to know who signed. Do not use initials instead of a full signature.

Do not forget to keep a copy. Make a photocopy or take a photo of the signed bill of sale before you hand it to the buyer. You may need it later if the buyer disputes the sale, if the vehicle is involved in an accident before the title is transferred, or if the DMV asks for proof of the transaction.

What happens after both parties sign

Once the bill of sale is signed, the seller's responsibility for the vehicle begins to end, but it is not complete until the title is transferred at the DMV. Until the buyer's name is on the title, you are still the registered owner in the state's records, and you could be held liable if the vehicle is involved in an accident or a crime.

Give the buyer the signed bill of sale, the title, and the keys. The buyer then takes these documents to the DMV to explore for a new title in their name. The process usually takes two to four weeks, depending on your state and whether the DMV processes applications by mail or in person only.

After the buyer registers the vehicle, you should receive confirmation from the DMV that the title has been transferred. Some states send this automatically; others require you to check online or call. Once you see that the new owner's name is on the title, your liability for the vehicle ends.

Frequently Asked Questions

Do I have to notarize a bill of sale?

It depends on your state. Some states require notarization; most do not. Check your state DMV website or call your local DMV office to find out. If notarization is required, you can have it done at a bank, a notary public's office, or sometimes at the DMV itself for a small fee.

What if I lost the bill of sale after I signed it?

Contact the buyer and ask for a copy. If the buyer no longer has one, you can request a copy from the DMV once the title transfer is complete and the new owner's name appears in the system. Some states charge a small fee for copies of documents on file.

Can I use a bill of sale if I am selling a vehicle with a loan still on it?

Yes, but the lender's name will still appear on the title until the loan is paid off. The bill of sale documents the sale between you and the buyer, but the title transfer cannot be completed until the lien is released. Work with your lender to release the lien before the buyer takes the vehicle to the DMV.

What if the buyer and I disagree on the sale price after we sign?

The bill of sale is a binding record of what you both agreed to. If a dispute arises, the price written on the signed bill of sale is what the DMV and a court would recognize as the agreed-upon amount. This is why it is critical to write the correct price before signing.

Do I need a bill of sale if I am donating a vehicle?

Yes. Even though no money is changing hands, you still need a bill of sale that states the vehicle was transferred to the recipient on a specific date. Write "$0" or "no consideration" in the price field. The recipient will need this document to register the vehicle in their name at the DMV.