A bill of sale is a written record that you and the seller both sign to prove a vehicle changed hands
A bill of sale is a document that shows the sale of a vehicle from one person to another. It records the vehicle details, the sale price, the date, and the signatures of both the seller and buyer. When you buy or sell a car, truck, or motorcycle, a bill of sale creates a paper trail that protects both of you.
The DMV does not issue a bill of sale — you and the seller create it yourselves. However, most states require you to have one before the DMV will process a title transfer. Some states have an official bill of sale form; others accept any document that contains the required information. The bill of sale stays with you as proof of ownership and protects you if a dispute arises later about who owned the vehicle on a specific date.
Key Takeaways
- A bill of sale is a document you create with the seller that records the vehicle, the price, and both signatures — the DMV does not provide it.
- Most states require a bill of sale before they will transfer the title to your name, though a few states accept the title process alone.
- Some states have an official bill of sale form available on the DMV website; others let you use any written record that includes vehicle details, sale price, date, and signatures.
- You should keep the bill of sale even after the title transfer is complete, because it proves when you became the owner and protects you in disputes.
What Information Goes on a Bill of Sale
A bill of sale must include the vehicle identification number (VIN), the make, model, and year of the vehicle, and the odometer reading at the time of sale. It also needs the sale price, the date of the sale, and the full names and addresses of both the seller and the buyer. Both parties must sign and date the document.
Some states ask for additional details, such as whether the title is clean or has a lien, the condition of the vehicle, or whether any warranties are included. Check your state DMV website to see if there is an official form, because using it can speed up the title transfer process. If your state does not have an official form, you can write the information on a blank piece of paper or use a template from a legal document website — as long as it includes all the required fields and both signatures, the DMV will accept it.
How to Get or Create a Bill of Sale
If your state has an official bill of sale form, read it from the DMV website or pick up a copy at your local DMV office. Fill in all the blanks with information from the title and the sale agreement. Print it out and have both you and the seller sign it in front of each other — some states require the signatures to be notarized, so check your state rules first.
If your state does not have an official form, you can create your own. Write the vehicle details, sale price, date, and both names and addresses on a piece of paper or use a template. Make sure both the buyer and seller sign and date it. You do not need a notary unless your state specifically requires one. Keep the original signed copy for your records and give a copy to the seller as well.
When You Need a Bill of Sale for the DMV
You need a bill of sale when you submit your title transfer process to the DMV. The DMV uses it to confirm that the sale was legitimate and that you are the new owner. Without a bill of sale, most DMV offices will not process your title transfer, even if you have the signed title from the seller.
The bill of sale is also useful if you buy or sell a vehicle privately, rather than through a dealer. Dealers usually provide their own paperwork, but private sales depend on you and the seller to create the record. If you are buying from a dealer, ask whether they provide a bill of sale or whether you need to create one yourself — policies vary by dealership.
Notarization Requirements by State
Some states require the bill of sale to be notarized, meaning a notary public must witness both signatures and stamp the document. Other states do not require notarization but allow it as an extra layer of protection. A few states do not require it at all.
Check your state DMV website to find out whether notarization is required. If it is, you can get a bill of sale notarized at a bank, a UPS store, a library, or a notary's office. The cost is usually between $5 and $15. If notarization is not required but you want it anyway, it is still a good idea — it makes the document harder to challenge later. Have both the buyer and seller present when you go to the notary, because the notary must see both of you sign.
What Happens After You Submit the Bill of Sale
Once you submit the bill of sale along with your title transfer process, the DMV will review it to make sure all the information matches the title and the process. If everything is correct, the DMV will process the transfer and issue a new title in your name. This usually takes two to four weeks, though some states offer expedited processing for an extra fee.
If there is a problem — for example, if the VIN on the bill of sale does not match the VIN on the title — the DMV will contact you and ask for a correction. Keep a copy of the bill of sale with your other vehicle documents. You may need it later if you sell the vehicle, if you file an insurance claim, or if there is ever a question about when you became the owner.
Common Mistakes to Avoid
Do not leave any fields blank on the bill of sale. The DMV will reject it if the VIN, sale price, date, or either signature is missing. Make sure the VIN on the bill of sale matches the VIN on the title exactly — even a single wrong digit will cause a delay.
Do not sign the bill of sale before you and the seller have agreed on all the details, including the price and the condition of the vehicle. Once both of you sign, it is a binding record of the sale. If you discover a problem with the vehicle after signing, the bill of sale will not help you — that is a separate issue between you and the seller. Also, do not assume the seller will notarize the document on their own; arrange the notarization together if your state requires it, or do it before you meet to sign.
Frequently Asked Questions
Can I use a bill of sale from an online template?
Yes, as long as it includes all the required information for your state: the VIN, vehicle details, sale price, date, and both signatures. Check your state DMV website first to see if there is an official form — using the official form can speed up processing. If there is not an official form, a template from a legal document website is acceptable.
What if the seller will not sign the bill of sale?
You cannot transfer the title without the seller's signature. If the seller refuses to sign, you do not have proof of the sale, and the DMV will not process your transfer. Make sure you and the seller sign the bill of sale at the time of the sale, before you leave with the vehicle.
Do I need a bill of sale if I buy from a car dealer?
Most car dealers provide their own sales paperwork that serves the same purpose as a bill of sale. Check with the dealer to confirm what documents they will give you. If they do not provide a bill of sale or equivalent document, ask them for one or create one yourself before you leave the lot.
Can I sell my vehicle without a bill of sale?
The buyer will need a bill of sale to transfer the title to their name, so you should create one at the time of sale. Without it, the buyer cannot complete the title transfer at the DMV. Creating a bill of sale protects both of you by documenting the sale date and price.
What if I lost the bill of sale after I bought the vehicle?
If you have already transferred the title into your name, you have proof of ownership through the title itself. However, if you need to prove when you bought the vehicle — for example, for an insurance claim or a dispute — contact the seller and ask them to provide a copy of the signed bill of sale. Keep the copy with your vehicle documents.