What a New York Bill of Sale Is and Why You Need One
A bill of sale is a written record that you sold a vehicle to someone else. In New York, it documents the transfer of ownership from seller to buyer and includes the vehicle details, sale price, and signatures of both parties. The DMV does not require you to file it, but you will need it to prove you no longer own the car if questions arise later — for insurance claims, tax records, or if the new owner gets a ticket in your name.
New York does not have a single official bill of sale form that the DMV mandates. You can use a form from the DMV website, a template from a legal document service, or write one yourself, as long as it contains the required information. Many buyers and sellers use the DMV's optional form because it includes all the fields New York recognizes and is accepted by banks, insurance companies, and the state.
The bill of sale protects both of you. For the seller, it proves the vehicle left your possession on a specific date and at a specific price. For the buyer, it documents their purchase and can serve as proof of ownership until the title transfer is complete.
Key Takeaways
- New York does not require a specific bill of sale form, but the DMV provides an optional template that includes all required fields.
- The bill of sale must include the vehicle identification number (VIN), sale price, date of sale, and signatures of both buyer and seller.
- You do not file the bill of sale with the DMV; you and the buyer each keep a copy for your records.
- The bill of sale should be completed before or at the time of payment, and the buyer will need it when they register the vehicle in their name.
Information Required on a New York Bill of Sale
Whether you use the DMV form or create your own, include these details:
- Full legal name, address, and phone number of the seller
- Full legal name, address, and phone number of the buyer
- Vehicle Identification Number (VIN)
- Year, make, model, and color of the vehicle
- Odometer reading (current mileage)
- Sale price (the actual amount paid, not "as is" or blank)
- Date of sale
- Condition of the vehicle (for example, "sold as is" or any known defects)
- Signatures of both buyer and seller, dated
Do not leave the sale price blank or write "as is" instead of a number. New York tax assessors and the DMV use the stated price to calculate transfer taxes and fees. If the price is missing or appears artificially low, the DMV may request proof of the actual sale price or assess a higher value themselves.
If the vehicle has a lien (a loan against it), note that on the bill of sale and explain how it will be paid off. For example: "Vehicle subject to lien held by [Bank Name]. Lien will be satisfied by seller prior to delivery of title." This protects the buyer from inheriting the debt.
Where to Find the DMV Bill of Sale Form
The New York DMV provides an optional bill of sale form on its website. Search for "New York DMV bill of sale" or visit the DMV's forms page directly. The form is free to read and print. You can also request a printed copy by mail or pick one up at a DMV office, though downloading and printing is faster.
The DMV form is titled something like "Bill of Sale" or "Vehicle Bill of Sale" and is typically a one-page document. Print it on regular white paper — you do not need special stock. Make two copies: one for the seller and one for the buyer. Some people make a third copy to keep with their vehicle records.
If you prefer not to use the DMV form, you can write your own bill of sale as long as it includes all the required information listed above. Handwritten bills of sale are legally valid in New York as long as both parties sign and date it. Many private sellers use straightforward templates from legal websites or word processors.
How to Fill Out and Sign the Bill of Sale
Complete the bill of sale before you hand over the keys and payment. Both the buyer and seller should be present and review the document together to may support all information is correct.
- Print two copies of the form (one for each party).
- Fill in the seller's full legal name, current address, and phone number.
- Fill in the buyer's full legal name, current address, and phone number.
- Enter the vehicle's VIN (found on the dashboard, driver's side, or on the title).
- Enter the year, make, model, and color of the vehicle.
- Record the current odometer reading in miles.
- Write the actual sale price in dollars (for example, "$8,500.00").
- Enter the date of the sale.
- Note any known defects or the condition ("sold as is" or describe specific issues).
- Both the seller and buyer sign and date the document in front of each other.
- Each party keeps one signed copy.
Do not leave any fields blank. If a field does not explore (for example, if there is no lien), write "N/A" or "none" rather than leaving it empty. This prevents someone from filling in information later without your knowledge.
Signatures do not need to be notarized in New York, though some buyers or lenders may request a notarized copy. If you want to notarize it, take both copies to a notary public (banks, libraries, and UPS stores often have notaries) and have both parties sign in front of the notary. The notary will stamp and sign the document. Notarization costs a few dollars per signature but adds an extra layer of proof.
What Happens After You Sign the Bill of Sale
After you and the buyer sign, each of you keeps a copy. The buyer will need their copy when they register the vehicle at the DMV. They will bring the bill of sale along with the title (which you must also provide separately), proof of insurance, and payment for registration fees.
The seller should keep their copy for at least three to five years. If the new owner gets a parking ticket, traffic violation, or is involved in an accident before they register the vehicle in their name, you may receive a notice. Your copy of the bill of sale proves you no longer owned the vehicle on that date and can help you dispute the charge.
The bill of sale is not filed with the DMV. You do not mail it anywhere or submit it online. It is a private record between buyer and seller. However, if a dispute arises later — for example, if the buyer claims the car was misrepresented or the seller claims non-payment — either party can use the bill of sale as evidence in small claims court.
Common Mistakes to Avoid
Do not sign a blank bill of sale and let the buyer fill it in later. Once you sign, you are confirming the information on the page. If the buyer changes the price, date, or vehicle details after you sign, you have no proof of what you actually agreed to.
Do not accept a bill of sale without your address on it. The DMV and insurance companies use the seller's address to confirm the sale and to contact you if needed. If your address is missing, it may look like you still own the vehicle.
Do not sell a vehicle with an outstanding loan without confirming the lien will be paid off. The title will still show the lender's name, and the buyer cannot register it until the lien is removed. Write on the bill of sale exactly how and when the lien will be satisfied — for example, "Seller will pay off [Bank Name] lien on [date] before delivery of title."
Do not use the bill of sale as a substitute for the title. The buyer needs both documents: the bill of sale proves the sale occurred, and the title proves you own the vehicle. You must provide the original title (or a duplicate if you have lost it) separately. The bill of sale alone does not transfer ownership.
Frequently Asked Questions
Do I have to use the DMV form or can I write my own?
You can write your own bill of sale as long as it includes the required information: both parties' names and addresses, the VIN, year, make, model, sale price, date, and both signatures. The DMV form is optional but recommended because it is already formatted correctly and accepted everywhere. A handwritten bill of sale on plain paper is legally valid in New York.
What if I do not know the exact sale price?
Write the actual amount paid, even if it includes a trade-in or partial payment. If you are trading in another vehicle as part of the deal, write the cash price of the vehicle being sold. The DMV uses this number to calculate taxes. If you leave it blank or write a false amount, the DMV may assess a higher value or request proof of the actual sale price.
Can I sell a vehicle without a bill of sale?
Technically, yes — New York does not legally require one. However, it is strongly recommended for both buyer and seller. Without it, you have no proof you sold the vehicle, and the buyer has no proof of purchase. If the new owner gets a ticket or is in an accident before registering it, you could be held responsible. A bill of sale protects you both.
Does the buyer need the bill of sale to register the vehicle?
The buyer will need the bill of sale, the original title, proof of insurance, and payment for registration fees. The bill of sale is not required by law, but many DMV offices and lenders ask for it as proof of the transaction. It is always safer to have one.
What if the buyer never registers the vehicle in their name?
Keep your copy of the bill of sale. If the vehicle is involved in an accident, gets a ticket, or is used in a crime, you may receive a notice. Your bill of sale proves you sold it and no longer own it. You can use it to dispute any charges or liability. Contact the DMV or the police department with your copy to clear your name.