What a New York Bill of Sale Is and Why You Need One
A bill of sale is a document that records the transfer of a vehicle from one owner to another. In New York, it serves as proof that money or other value changed hands, and it protects both the seller and the buyer by documenting the terms of the sale. The New York DMV does not issue a single official bill of sale form — instead, you can use a form provided by the DMV, create your own document with the required information, or use a template from a private source.
The bill of sale becomes part of your title transfer paperwork when you submit it to the DMV. The seller uses it to show they no longer own the vehicle, and the buyer uses it to prove they purchased it legitimately. Without a bill of sale, either party may face questions about the ownership transfer later.
Key Takeaways
- New York does not require a single official bill of sale form, but the DMV provides a template (Form MV-103) that includes all required fields.
- A valid bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both buyer and seller.
- Both the buyer and seller should keep a copy of the signed bill of sale for their records before submitting it with the title transfer process.
- The bill of sale is submitted along with the title process to the DMV, not filed separately.
Required Information on a New York Bill of Sale
Your bill of sale must contain specific details about the vehicle and the transaction. The vehicle identification number (VIN) is the most critical piece — it must match the VIN on the vehicle's title and registration. Include the vehicle's year, make, model, and color so there is no confusion about which car is being sold.
Record the sale price exactly as agreed between buyer and seller. If the vehicle is being transferred for no money (a gift or inheritance), write "no consideration" or "$0" rather than leaving the price blank. Include the date the sale occurred, the full names and addresses of both the buyer and the seller, and the odometer reading at the time of sale. Both parties must sign and print their names on the document.
If the vehicle has a lien (a loan against it), the lienholder's name should appear on the bill of sale. The seller is responsible for paying off the lien before the title can transfer to the buyer's name, though the bill of sale documents that the sale took place.
Using the DMV's Bill of Sale Template
The New York DMV provides Form MV-103, a bill of sale template available on the DMV website and at DMV offices. This form includes all required fields and is recognized by the DMV, so using it eliminates guesswork about what information to include. You can print it, fill it out by hand, or type the information before printing.
The form is not mandatory — you can write your own bill of sale on plain paper as long as it contains all required information — but using the DMV template is the safest approach because it is formatted exactly as the DMV expects to see it. If you create your own document, make sure it is legible and includes every field listed above.
How to Complete and Sign the Bill of Sale
Fill in all fields completely. Use black or blue ink if writing by hand, and print clearly so the DMV can read it. Do not leave any required field blank; if information does not explore (for example, there is no lien), write "N/A" or "none" rather than leaving it empty.
Both the buyer and the seller must sign the document in person if possible. Some transactions involve a power of attorney or a dealer acting on behalf of one party; if that is the case, the person signing must have written authorization and may need to provide a copy of the power of attorney document to the DMV. The signature must be a handwritten signature, not printed or typed.
After both parties sign, make at least two copies — one for the seller, one for the buyer, and one to submit to the DMV with the title transfer process. Keep your copy in a safe place; you may need it later if questions arise about the sale.
Submitting the Bill of Sale to the DMV
The bill of sale is not filed separately with the DMV. Instead, it is submitted as part of the title transfer process. The buyer submits the bill of sale along with the completed title process form (Form MV-82 for a used vehicle), the current title, proof of insurance, and payment for the title transfer fee.
You can submit these documents by mail to the DMV address for your region, in person at a DMV office, or through certain authorized agents. The DMV will review the bill of sale to confirm that all required information is present and that the signatures are present. If anything is missing or illegible, the DMV will return the process and ask you to resubmit.
Processing times vary, but title transfers typically take two to six weeks when submitted by mail. In-person submissions at a DMV office may be processed faster, though you may still need to wait for the new title to be mailed to you.
Common Mistakes to Avoid
Do not leave the sale price blank or write "cash" instead of a dollar amount. The DMV needs a specific price to process the transfer. Do not use pencil or faint ink — use black or blue pen so the document is clearly readable. Do not have the bill of sale notarized unless the DMV specifically requests it; New York does not require notarization for a standard bill of sale, and adding it unnecessarily delays the process.
Do not sign the bill of sale before both parties are present and ready to sign together. If the seller signs first and the buyer signs later, there is a gap in time that can raise questions about the legitimacy of the sale. Do not submit the original bill of sale to the DMV if you have not kept a copy for yourself — once the DMV receives it, retrieving it later is difficult.
Do not assume the bill of sale is complete just because you filled in the visible fields. Check that the VIN matches the title exactly, that the odometer reading is accurate, and that both signatures are present and legible before submitting anything to the DMV.
What Happens After the DMV Receives Your Bill of Sale
The DMV uses the bill of sale to confirm that the vehicle was sold and to establish the buyer as the new owner. The bill of sale is kept in the DMV's records along with the title. Once the transfer is complete, the new title will be issued in the buyer's name and mailed to the address provided on the process.
If there are any discrepancies between the bill of sale and the title or registration, the DMV will contact you to clarify. This is rare if you have filled out the bill of sale correctly, but it can happen if the VIN does not match or if there are questions about liens or ownership history.
Frequently Asked Questions
Can I use a bill of sale from an online template instead of the DMV form?
Yes. As long as the template includes all required information (VIN, sale price, date, buyer and seller names and addresses, signatures, and odometer reading), the DMV will accept it. The DMV form is not the only acceptable format, but using it removes any doubt about whether you have included everything needed.
What if the seller and buyer cannot sign the bill of sale at the same time?
Both parties should sign as close together in time as possible. If they cannot be present together, the seller can sign first and the buyer can sign when ready after, but there should be no significant gap. If one party is out of state or unavailable, a notarized power of attorney may be necessary; contact your local DMV office to confirm what documentation they will accept.
Do I need to have the bill of sale notarized?
No. New York does not require notarization for a standard bill of sale. Notarization adds time and cost without providing any benefit to the DMV process. Only have it notarized if the DMV specifically requests it or if you are using a power of attorney.
What if I lost the bill of sale after the sale but before submitting it to the DMV?
Contact the other party and ask them to sign a new bill of sale with the same information and date as the original. Both parties must sign again. If you cannot reach the other party, contact your local DMV office to explain the situation; they may be able to guide you through an alternative process, though this will delay your title transfer.
Is the bill of sale the same as the title?
No. The title is the official ownership document issued by the DMV. The bill of sale is a record of the sale transaction. You need both — the bill of sale proves the sale occurred, and the title proves who owns the vehicle. The bill of sale is submitted to the DMV as part of the process to transfer the title into the new owner's name.