What a Florida bill of sale is and when you need one

A bill of sale is a written record that the seller and buyer both sign to document the transfer of a vehicle. In Florida, it serves as proof that ownership changed hands and includes details about the vehicle, the sale price, and the date of the transaction. The Florida Department of Motor Vehicles does not require a bill of sale to process a title transfer, but having one protects both parties — the seller proves they no longer own the vehicle, and the buyer has written evidence of purchase.

You should complete a bill of sale whenever you buy or sell a vehicle in Florida, whether the transaction happens between private parties, through a dealer, or as a gift. If you are buying a used car from an individual, the seller may or may not have one prepared; you can create one yourself using the state form or a template that meets Florida's requirements. If you are selling, preparing a bill of sale before the buyer arrives protects you by documenting the condition of the vehicle and the agreed price.

The bill of sale becomes part of your records and may be requested by your insurance company or the DMV during the title transfer process. It is not filed with any government office — you and the other party each keep a copy.

Key Takeaways

  • Florida does not have a single official bill of sale form, but the state recognizes bills of sale that include the vehicle identification number, sale price, date, and signatures of both buyer and seller.
  • You can use the NADA bill of sale template, create your own document, or use a form provided by a dealer or online service, as long as it contains the required information.
  • Both the buyer and seller must sign the bill of sale in front of a notary public or witness, depending on the form you choose.
  • The bill of sale is kept by both parties for their records and is not submitted to the DMV, though you may need to show it during the title transfer process.
  • A completed bill of sale should be prepared before or at the time of payment to avoid disputes about the sale price or vehicle condition.

Required information on a Florida bill of sale

A bill of sale must include the vehicle identification number (VIN), which appears on the dashboard and on the vehicle's title. It should also list the make, model, year, and color of the vehicle so there is no confusion about which car is being sold. Include the current odometer reading at the time of sale — this is important for the buyer's records and for the DMV during title transfer.

Write the full sale price in both numbers and words to prevent disputes. Include the date the sale occurred, the full legal names of both the buyer and seller, and their addresses. If the vehicle has a lien (meaning a bank or lender still owns part of it), note that on the bill of sale as well. Both parties must sign and print their names, and depending on the form, a notary public or witness must also sign.

You may also note the vehicle's condition at the time of sale — for example, "sold as-is" or a description of any known damage. This protects the seller from later claims that the vehicle was misrepresented. If the buyer is assuming an existing loan, that should be stated clearly on the bill of sale.

Where to find a bill of sale form

Florida does not publish an official state bill of sale form on the DMV website. Instead, you can use a form from a trusted source such as the NADA (National Automobile Dealers Association) bill of sale, which is widely recognized and includes all required fields. The NADA form is available free online and can be printed and filled out by hand or typed before printing.

Many online legal document services offer Florida bill of sale templates for a small fee, usually between $5 and $15. These forms are pre-formatted and often include instructions. If you are buying or selling through a dealer, the dealer will typically provide their own bill of sale form, which you should review to may support it contains all required information before signing.

You can also create your own bill of sale document in a word processor as long as it includes the vehicle identification number, sale price, date, buyer and seller names and addresses, odometer reading, and signature lines for both parties. The form does not need to be fancy — a straightforward, clear document that both parties sign is legally valid in Florida.

Notarization and witness requirements

Florida law does not require a bill of sale to be notarized, but notarization adds a layer of legal protection because a notary public verifies the identity of both parties and witnesses their signatures. If you choose to have the bill of sale notarized, both the buyer and seller must appear in person before the notary with valid identification. A notary will charge a fee, usually $5 to $15 per signature.

If you do not notarize the bill of sale, you can have it signed in front of one or two witnesses instead. The witnesses should be people who are not related to either party and who can verify that both the buyer and seller signed the document of their own free will. The witnesses should print their names and sign the bill of sale as well.

Many people choose to notarize because it is faster than finding witnesses and because a notarized signature carries more weight if a dispute arises later. If you are selling a vehicle and want to protect yourself, notarization is worth the small cost.

How to fill out the bill of sale step by step

Step 1: Get a blank bill of sale form. read and print the NADA form, use a form from an online legal service, or create your own document with the required fields.

Step 2: Fill in the vehicle information. Write the VIN, make, model, year, color, and odometer reading. Double-check the VIN against the vehicle's title or dashboard to make sure it is correct.

Step 3: Enter the sale price. Write the amount in both numbers and words — for example, "Five thousand dollars ($5,000.00)". If the vehicle is being sold as-is or with known issues, note that here.

Step 4: Add the date and names. Write the date of the sale and the full legal names and addresses of both the buyer and the seller. Use the names exactly as they appear on each person's driver's license.

Step 5: Sign and date. Both the buyer and the seller should sign and print their names on the bill of sale. If you are having it notarized, take it to a notary public at a bank, UPS store, or attorney's office. If you are using witnesses, have them sign as well.

Step 6: Make copies. Print or photocopy the completed bill of sale so that both the buyer and seller have a signed original or certified copy for their records.

Common mistakes to avoid

Do not leave the VIN blank or write it incorrectly — the DMV will need this number to match the bill of sale to the title during transfer. Do not write the sale price as "cash" or leave it blank; the actual dollar amount must be stated, even if the vehicle was a gift (in which case you would write $0 or "gift").

Do not sign the bill of sale before both parties have reviewed it and agreed on all the information. If the buyer or seller discovers an error after signing, both parties must initial the correction or the document may not be accepted by the DMV. Do not assume that a bill of sale signed by only one party is valid — both the buyer and the seller must sign.

Do not forget to keep a copy for yourself. If you are the seller, keep your copy until the buyer has successfully transferred the title into their name. If you are the buyer, keep your copy with your vehicle records and insurance documents.

What happens to the bill of sale after the sale

Once the bill of sale is signed, each party keeps a copy in their records. The seller should retain their copy as proof that they no longer own the vehicle, in case questions arise later about the vehicle's history or condition. The buyer should keep their copy with the vehicle's title and insurance documents.

When the buyer is ready to transfer the title into their name, they will submit the title process to the Florida DMV along with other documents such as the signed title form and proof of insurance. The bill of sale is not submitted to the DMV, but the buyer may be asked to show it as supporting documentation if there are questions about the purchase price or the condition of the vehicle at the time of sale.

If a dispute arises between the buyer and seller after the sale — for example, about the vehicle's condition or the agreed price — the signed bill of sale is the primary document that proves what was agreed to. This is why having a clear, detailed, and properly signed bill of sale is important for both parties.

Frequently Asked Questions

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

Dealers in Florida are required to provide a bill of sale or sales agreement as part of the purchase process. You should review it to make sure it includes the VIN, sale price, and date. You do not need to create a separate bill of sale if the dealer's document contains all required information and is signed by both parties.

What if I am selling a vehicle as a gift?

You should still complete a bill of sale even if no money is changing hands. Write the sale price as $0 or "gift" and have both parties sign. This protects you by documenting that you transferred ownership and received nothing in return, which is important if questions arise about the vehicle later.

Can I use a bill of sale from another state?

A bill of sale from another state may be accepted by the Florida DMV as long as it contains all the required information — VIN, sale price, date, buyer and seller names and addresses, and signatures. However, using a Florida-specific form is safer because it is designed to meet Florida's requirements and will not raise questions during title transfer.

What if the seller does not have the title yet?

You can still complete a bill of sale even if the title has not arrived. The bill of sale documents the sale and transfer of ownership. When the title arrives, the seller will sign it over to the buyer, and the buyer will submit both documents to the DMV. The bill of sale serves as proof of the transaction date and agreed price.

Is a bill of sale the same as a title?

No. A bill of sale is a record of the sale transaction, while a title is the legal document that proves ownership of the vehicle. The title is issued by the state and must be signed over by the seller to the buyer. The bill of sale supports the title transfer but does not replace it.