What a North Carolina bill of sale is and when you need one

A bill of sale is a written record that you sold a vehicle to someone else, or that someone sold one to you. In North Carolina, the bill of sale documents the sale price, the vehicle details, and the names and signatures of both the buyer and seller. The DMV does not require a bill of sale to transfer a title, but you will need one if you are buying or selling a used vehicle privately — that is, not through a dealer.

The bill of sale protects both parties. For the buyer, it proves you paid for the vehicle and what you paid. For the seller, it shows you received payment and are no longer responsible for the vehicle once the title transfers. If you buy or sell a car without a bill of sale, you have no written proof of the transaction if a dispute arises later.

North Carolina does not have an official state bill of sale form, but the document must include specific information for the DMV to accept it during title transfer. You can write one yourself, use a template, or purchase one from an office supply store — as long as it contains all required information and both parties sign it.

Key Takeaways

  • North Carolina does not provide an official bill of sale form, but the DMV requires the document to include the vehicle identification number (VIN), sale price, buyer and seller names and addresses, and signatures from both parties.
  • You must have a bill of sale when you transfer a used vehicle title at the DMV, whether you are the buyer or seller.
  • The bill of sale should be signed and dated by both the buyer and seller before either party submits it to the DMV.
  • You can create a bill of sale using a template, write one yourself, or purchase a pre-printed form from an office supply store.

Information that must be on the bill of sale

The North Carolina DMV requires your bill of sale to include the vehicle identification number (VIN), which appears on the vehicle registration and title. You will also need the vehicle's make, model, year, and color. The sale price must be listed — write the actual amount paid, not "as is" or a blank space, because the DMV uses this to calculate taxes owed on the transfer.

Both the buyer and seller must print their full legal names and current mailing addresses on the bill of sale. Include the date of the sale. Both parties must sign the document in front of a witness or notary public — North Carolina does not require notarization, but a witness signature adds legal weight if questions arise later. The seller should keep a copy, and the buyer should keep a copy to bring to the DMV.

Do not leave any fields blank. If information does not explore — for example, if there is no lienholder — write "none" rather than leaving it empty. This prevents someone from filling in information after both parties have signed.

How to write or obtain a bill of sale

You have three options: write one yourself, use a template, or buy a pre-printed form. If you write one yourself, use plain language and include all required fields listed above. Type or print it clearly so the DMV can read it. Handwritten bills of sale are acceptable as long as they are legible.

Many websites offer free North Carolina bill of sale templates you can read and fill in. Search for "North Carolina bill of sale template" and choose one that includes all required fields. Office supply stores and online retailers sell pre-printed bill of sale pads designed for North Carolina — these cost a few dollars and come with multiple copies so both parties have an original.

Whichever method you choose, print or write the document on standard paper. There is no requirement for a specific color, size, or format. Both the buyer and seller should review the completed bill of sale before signing to make sure all information is correct.

Signing and witnessing the bill of sale

Both the buyer and seller must sign the bill of sale. North Carolina does not require the signature to be notarized, but having a witness present when both parties sign strengthens the document. The witness should be someone other than the buyer or seller — a family member, friend, or coworker is acceptable. The witness should print their name and sign next to their name on the bill of sale.

If you choose to have the bill of sale notarized, a notary public will verify the identities of the buyer and seller and witness their signatures. Notarization is optional but adds an extra layer of protection. Many banks, credit unions, and UPS stores offer notary services for a small fee.

Sign the bill of sale on the same day the money changes hands. Do not sign it before payment is made or after the buyer has taken possession of the vehicle. Both parties should receive a copy of the signed bill of sale — the buyer needs it for the DMV, and the seller should keep it for their records.

What to do with the bill of sale after signing

The buyer brings the signed bill of sale to the North Carolina DMV when explore for a title transfer. The bill of sale is one of several documents required; you will also need the vehicle's current title (signed by the seller), proof of inspection, and proof of payment of sales tax or use tax.

The seller should keep a copy of the signed bill of sale for at least three to five years. If a dispute arises — for example, if the buyer claims the vehicle was damaged before the sale or if the seller is contacted about unpaid parking tickets — the bill of sale proves when ownership transferred and what condition was agreed upon.

Do not throw away your copy of the bill of sale after the title transfer is complete. The DMV will keep the original, but you should retain your copy in case you need to prove the sale took place.

Common mistakes to avoid

The most common error is leaving the sale price blank or writing "as is" instead of an actual dollar amount. The DMV needs the price to calculate transfer taxes. If the price is missing, the DMV will reject the bill of sale and ask you to complete it again.

Do not sign the bill of sale before the buyer has inspected the vehicle or before payment is made. Once both parties sign, the document is binding. If the buyer discovers a problem after signing and paying, the bill of sale may be used as evidence in a dispute.

Avoid using nicknames or shortened versions of legal names. Write out full first and last names exactly as they appear on driver's licenses or identification. Mismatched names can delay the title transfer at the DMV. Also, make sure the VIN on the bill of sale matches the VIN on the vehicle's title — a single digit error will cause problems during transfer.

What happens if you lose the bill of sale

If you are the buyer and lose the bill of sale before submitting it to the DMV, you will need to obtain another copy from the seller. Contact the seller and ask them to provide a duplicate of the signed bill of sale. If the seller refuses or cannot be reached, you may still transfer the title, but the DMV will require additional documentation to prove the sale took place — such as a bank statement showing the payment or a receipt from the seller.

If you are the seller and lose your copy after the title transfer is complete, you can request a copy from the buyer. If that is not possible, contact the North Carolina DMV and request a copy of the bill of sale from your vehicle's title file. The DMV keeps records of all documents submitted with title transfers.

Frequently Asked Questions

Does North Carolina require a notary on the bill of sale?

No. North Carolina does not require notarization, but having a witness sign the bill of sale is recommended. A notary public can witness the signatures if you want extra protection, but it is not mandatory for the DMV to accept the document.

What if the buyer and seller cannot meet in person to sign?

Both parties must sign the bill of sale, but they do not have to sign at the same time or in the same place. The seller can sign first, then mail or email the document to the buyer, who signs and returns it. However, having both parties and a witness present when signing is the safest approach.

Can I use a bill of sale from another state?

A bill of sale from another state may work, but it might not include all information North Carolina requires. It is safer to use a North Carolina template or create one that matches North Carolina's requirements. The DMV may reject an out-of-state form if it is missing required fields.

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. If you write a lower price to reduce taxes, that is tax fraud. If you write a higher price than what was paid, the buyer may owe more in transfer taxes than necessary. Always record the true amount exchanged between buyer and seller.

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

No. Licensed dealers in North Carolina provide their own sales documents and handle title transfer differently than private sales. A bill of sale is only needed for private vehicle sales between individuals.