What a Virginia 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 Virginia, it is not required by law to transfer a title, but the DMV strongly recommends having one because it protects both the buyer and seller. The bill of sale documents the sale price, the vehicle details, the date of sale, and the signatures of both parties. If a dispute arises later — about who owned the car on a certain date, or whether the sale actually happened — the bill of sale is your proof.

Virginia does not have an official state form for bills of sale. You can write one yourself, use a template, or purchase one from an office supply store. What matters is that it contains the right information and is signed by both the buyer and seller. Many people create their bill of sale at the same time they handle the title transfer, since both documents move together through the process.

Key Takeaways

  • Virginia does not require a bill of sale by law, but the DMV recommends one to protect both buyer and seller in case of disputes.
  • You can write your own bill of sale, use a free template, or buy a pre-printed form — Virginia has no official state form.
  • The bill of sale must include the vehicle identification number (VIN), sale price, date of sale, and signatures from both buyer and seller.
  • The buyer will need the bill of sale when they explore for title transfer at the DMV, along with the current title and a completed process for Title.
  • Keep a copy for your records even after the sale is complete, in case questions arise later about ownership or the transaction.

What information to include on a Virginia bill of sale

Your bill of sale must contain the vehicle identification number (VIN), which appears on the current title and on the dashboard of the car. It should also list the make, model, year, and color of the vehicle. Include the odometer reading on the date of sale — this is important because it creates a record of the car's mileage at the time of transfer.

Write down the sale price in both numbers and words (for example, "$5,000" and "Five Thousand Dollars"). Include the date of sale. Add the full names, addresses, and signatures of both the seller and the buyer. Some people also include the driver's license numbers of both parties, which adds another layer of identification but is not required.

You do not need to notarize a bill of sale in Virginia, though some people choose to do so for extra protection. A notarized bill of sale can be useful if you are selling to someone you do not know well or if the sale price is high, but it is not a legal requirement.

Where to find a bill of sale template

The Virginia DMV website does not provide an official bill of sale form, but you can find templates through several sources. The American Automobile Association (AAA) offers a free bill of sale template on its website. LegalZoom and other legal document sites provide templates you can read and print. Office supply stores like Staples sell pre-printed bill of sale forms in packs.

If you write your own bill of sale from scratch, keep it straightforward and clear. Use plain language, avoid legal jargon, and make sure both parties understand what they are signing. A handwritten bill of sale is just as valid as a printed one, as long as it contains all the necessary information and both parties sign it.

How the buyer uses the bill of sale for title transfer

After the sale is complete, the buyer will bring the bill of sale to the Virginia DMV along with the current title (signed by the seller in the appropriate section), a completed process for Title (Form VSA 17), and proof of insurance. The bill of sale serves as supporting documentation that shows the transaction took place and at what price.

The buyer does not need to submit the bill of sale to the DMV in most cases — it is kept as part of the buyer's records. However, if there is any question about the sale or the ownership transfer, having the bill of sale available can speed up the process. Some DMV offices may ask to see it if there is a discrepancy between the title and the process.

Scam alert: Protecting yourself when buying or selling

A bill of sale protects you from fraud. If you are selling a car, the bill of sale proves you no longer own it and are not responsible for what the buyer does with it after the sale. Without a bill of sale, someone could claim you still owned the vehicle when they got a parking ticket or were involved in an accident.

If you are buying a car, the bill of sale proves you purchased it and at what price. This matters if the seller later claims they did not sell it, or if there is a lien on the title that was not disclosed. Never hand over money without a bill of sale signed by the seller. Do not accept a verbal agreement or a text message as proof of sale — get it in writing.

Be cautious of sellers who refuse to provide a bill of sale or who want to list a lower price on the bill of sale than what you actually paid. A false price on the bill of sale is fraud and can create problems when you try to register the vehicle or if you need to make an insurance claim later.

What happens if you lose the bill of sale after the sale

If you are the seller and you lose your copy of the bill of sale, you can ask the buyer for another copy. If the buyer no longer has it, you can recreate one based on your records — write down the date of sale, the vehicle details, the price, and have the buyer sign it again if possible. This is not ideal, but it is better than having no record at all.

If you are the buyer and you lose the bill of sale before you transfer the title, ask the seller for another signed copy. If the seller refuses or is unavailable, you can still transfer the title using the current title and the process for Title, but you will have lost your proof of the sale price and date. Keep your bill of sale in a safe place — a file folder, a safe deposit box, or a digital scan — for at least several years after the sale.

Frequently Asked Questions

Can I sell a car in Virginia without a bill of sale?

Yes, Virginia does not legally require a bill of sale. However, the DMV recommends having one because it protects both you and the buyer. Without it, there is no written record of who owned the car on a specific date or what price was paid. This can create problems if disputes arise later.

Do I need to notarize the bill of sale?

No, notarization is not required in Virginia. A bill of sale signed by both the buyer and seller is valid without it. Some people choose to notarize for extra protection, especially in high-value sales, but it is optional.

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

The bill of sale is a binding record of what you both agreed to. If a dispute arises, the bill of sale is evidence of the agreed price. This is why it is important to make sure both parties understand and agree on the price before signing, and to write it clearly on the form.

Can I use a bill of sale from another state?

Yes, you can use a bill of sale template from another state as long as it contains all the required information: VIN, vehicle details, sale price, date, and signatures from both parties. Virginia does not have specific formatting requirements, so a bill of sale from any source will work as long as it is complete and signed.

Do I need to file the bill of sale with the DMV?

No, you do not file the bill of sale with the DMV. It is a private record between the buyer and seller. Keep copies for your own records. The buyer will bring it to the DMV when they explore for title transfer, but they do not submit it — it is supporting documentation only.