What the California bill of sale form is and when you need it
California does not have an official state bill of sale form. Instead, the state accepts any written record that shows the seller's name and address, the buyer's name and address, the vehicle identification number (VIN), the sale price, and the date of sale. You can write this on a piece of paper, use a template from a private source, or use a form from a title service company — the DMV does not require a specific document.
You need a bill of sale when you buy or sell a vehicle in California. The buyer uses it to prove ownership when explore for a title at the DMV. The seller keeps a copy as proof that they transferred the vehicle and are no longer responsible for it. If you are buying from a private party rather than a dealer, a bill of sale is your main record of the transaction.
The bill of sale is separate from the title itself. The title is the official ownership document issued by the DMV. The bill of sale is the evidence that a sale happened and the terms of that sale.
Key Takeaways
- California does not provide an official bill of sale form, so you can create one yourself or use a template as long as it includes the seller's and buyer's names and addresses, the VIN, the sale price, and the date.
- The buyer needs the bill of sale to submit with the title process at the DMV, and the seller should keep a copy as proof the vehicle was transferred.
- Both the buyer and seller must sign and date the bill of sale, and it is wise to have the signatures witnessed or notarized to prevent disputes later.
- If the seller still owes money to a lender, the lienholder's name must appear on the title, and the buyer cannot take ownership until the lien is cleared.
- Private bill of sale forms are available online and from title services, but they must include all required information or the DMV may reject the title process.
What information must be on a California bill of sale
At minimum, your bill of sale must include the seller's full name and address, the buyer's full name and address, the vehicle's VIN, the sale price, and the date of the sale. These five pieces of information are what the DMV will look for when you submit the title process.
You should also include the vehicle's make, model, and year, even though the DMV does not strictly require it. This prevents confusion if paperwork gets mixed up. If the vehicle has a lien on it — meaning the seller still owes money to a bank or finance company — the lienholder's name and address must also appear on the bill of sale and on the title process.
Some private bill of sale templates include additional fields like the odometer reading, the vehicle's condition, or whether any repairs are needed. These are optional but can be useful if a dispute arises later about the vehicle's state at the time of sale.
How to create and sign a bill of sale
You can type or handwrite a bill of sale. There is no requirement that it be printed or formal. Start with the seller's full name and address at the top, then the buyer's full name and address. Write the vehicle's VIN, make, model, and year. State the sale price in both numbers and words — for example, "One thousand five hundred dollars ($1,500)" — to prevent later disputes about the amount.
Add the date the sale took place. Both the seller and the buyer must sign and date the bill of sale. It is not required by law, but having a witness sign and print their name is a strong safeguard against someone later claiming the signature was forged or the sale never happened. Some people choose to have the bill of sale notarized at a bank or notary public, which adds an extra layer of proof.
Make at least two copies — one for the buyer, one for the seller. The buyer will need to bring their copy to the DMV when explore for the title. Keep the original or a certified copy in a safe place.
Where to find a bill of sale template
The California DMV website does not provide an official bill of sale form, but several sources offer free templates. The American Automobile Association (AAA) provides a bill of sale template on its website. Legal document websites like LegalZoom and Rocket Lawyer offer templates, though some charge a small fee. Many title service companies also provide free templates.
When choosing a template, make sure it includes all the required fields: seller name and address, buyer name and address, VIN, sale price, and date. Read through the template before using it to confirm it matches California's requirements. If you are unsure whether a template is correct, you can contact your local DMV office or a title service company for guidance.
You do not have to use a template at all. A handwritten bill of sale on plain paper that includes all required information is just as valid as a printed form.
Scams and safety concerns with private bills of sale
Odometer fraud is a common scam in private vehicle sales. A seller may claim the odometer reading is lower than it actually is to make the vehicle seem newer and more valuable. Always photograph the odometer yourself and record the reading on the bill of sale. If you are buying, compare the odometer reading on the bill of sale to the reading on the title — they should match or be very close.
Selling a vehicle with an outstanding lien is another risk. If the seller still owes money to a lender, you cannot legally own the vehicle until that debt is paid off. Before you hand over money, ask the seller for the name and contact information of their lender. Call the lender yourself to confirm the loan balance and when it will be paid off. Do not rely on the seller's word alone.
Forged or altered bills of sale can cause problems when you try to register the vehicle. If you are buying, make sure you watch the seller sign the bill of sale and that the signature matches the signature on their driver's license. If you are selling, keep your copy in case the buyer later claims you never signed it or changes the terms after the fact.
Selling a vehicle you do not own is a crime, but it happens. If you are buying, verify that the seller's name matches the name on the title. If the title is in someone else's name, do not proceed with the purchase.
What happens after you sign the bill of sale
Once both parties have signed the bill of sale, the buyer should take it to the DMV along with the seller's title, a completed process for Title or Registration (Form REG 343), proof of California residency, and payment for the title transfer fee. The fee varies depending on the vehicle's value but typically ranges from $15 to $70. The buyer will also need to pass a smog check in most cases.
The seller should keep their copy of the bill of sale as proof that they no longer own the vehicle. If the vehicle is later involved in an accident or crime, the bill of sale shows that ownership transferred on a specific date. The seller should also notify their insurance company that the vehicle has been sold.
The DMV will process the title transfer and issue a new title in the buyer's name. This usually takes two to three weeks. During this time, the vehicle is still registered to the seller in the DMV's system, so the seller should not drive it. The buyer should not drive it on public roads until the new title and registration are issued.
What to do if the seller will not sign the bill of sale
If you are buying a vehicle and the seller refuses to sign a bill of sale, do not complete the purchase. A bill of sale is your proof of the transaction and protects you if a dispute arises later. Without it, you have no legal record that you bought the vehicle or what you paid for it.
If you are selling a vehicle and the buyer refuses to sign a bill of sale, this is also a red flag. A signed bill of sale protects you by showing that you transferred ownership on a specific date and that the buyer accepted the vehicle in its current condition. Without it, the buyer could later claim you misrepresented the vehicle or that the sale never happened.
Frequently Asked Questions
Can I use a bill of sale from another state?
Yes, as long as it includes all the information California requires: seller and buyer names and addresses, VIN, sale price, and date. However, it is simpler to use a California template to avoid any confusion at the DMV.
Do I need a bill of sale if I am buying from a dealer?
No. Dealers provide their own sales contract or purchase agreement, which serves the same purpose as a bill of sale. The dealer's paperwork is what you bring to the DMV, not a separate bill of sale.
What if I lost my copy of the bill of sale?
If you are the buyer, contact the seller and ask for another copy. If you are the seller and the buyer lost theirs, you cannot provide a new one — only the original seller and buyer can sign a bill of sale. If the buyer needs proof of the sale, they can contact the DMV to request a copy of the title transfer record.
Does the bill of sale have to be notarized?
No, notarization is not required by California law. However, having it notarized adds legal weight and makes it harder for someone to dispute the signatures later. A notary public can notarize a bill of sale for a small fee, usually $5 to $15.
What if the sale price on the bill of sale is different from what I actually paid?
The bill of sale must show the actual sale price. Underreporting the price to lower registration fees is tax fraud and can result in fines or criminal charges. Always write the true amount you paid.