What a New York bill of sale is and why you need one

A bill of sale is a written record that you and the buyer (or seller) sign to document that a vehicle has changed hands. In New York, the bill of sale serves as proof of the transaction and protects both parties by creating a dated record of who owned the car and when the ownership changed. You will need one when you buy or sell a vehicle privately — not through a dealer.

The state does not require a single official form. You can use the DMV's optional bill of sale form (Form MV-103), or you can write your own as long as it includes the required information. Many people use a template or write one on plain paper. What matters is that both parties sign it, date it, and keep a copy.

The bill of sale is separate from the title transfer itself. The bill of sale documents the sale; the title transfer (handled through the DMV) documents the legal change of ownership. You need both.

Key Takeaways

  • New York does not require an official form — you can use the DMV's Form MV-103 or write your own bill of sale on plain paper, as long as it includes the vehicle details, sale price, and both signatures.
  • The bill of sale must include the vehicle identification number (VIN), make, model, year, sale price, date of sale, and the printed names and signatures of both buyer and seller.
  • Both the buyer and seller should keep a signed copy for their records before either party submits paperwork to the DMV.
  • A bill of sale does not transfer the title — it only documents that the sale happened; you must also file the title transfer with the DMV within 10 days of purchase.
  • If you sell a vehicle without a bill of sale, you have no legal proof the sale occurred, which can create problems if the buyer fails to register the car or gets into an accident.

What information must be on the bill of sale

Whether you use the DMV form or write your own, the bill of sale must include specific details about the vehicle and the transaction. The buyer and seller both need to be clearly identified by their printed names and addresses. The vehicle itself must be described by its full vehicle identification number (VIN), make, model, year, and current odometer reading.

The sale price must be stated in writing — this is important because it becomes part of the public record and affects the sales tax the buyer will owe. The date of the sale must also appear on the document. Both the buyer and the seller must sign and print their names. Some people also include the condition of the vehicle (for example, "as-is") or note any mechanical issues, though this is not required by law.

If you are using the DMV's Form MV-103, all these fields are already laid out for you. If you are writing your own, make sure you include every item listed above. A bill of sale that is missing the VIN, the sale price, or the signatures of both parties may not be accepted by the DMV or may create problems later.

Using the DMV's optional Form MV-103

The DMV provides Form MV-103, a one-page bill of sale template designed for private vehicle sales in New York. You can read it from the New York DMV website or pick up a copy at any DMV office. The form is free and is already formatted with all the required fields.

To use it, print a copy (or get one from the DMV), fill in the blanks with the vehicle information and sale details, and have both the buyer and seller sign and date it in front of each other. You do not need to have it notarized unless you choose to — New York does not require notarization for a bill of sale. Make at least two copies: one for the buyer and one for the seller. Keep your copy in a safe place.

The form includes space for the seller's odometer reading, which is required by federal law. If the odometer does not work or reads over 99,999 miles, you must note that on the form as well.

Writing your own bill of sale instead of using a form

If you prefer not to use the DMV form, you can write a bill of sale yourself on plain paper or using a template from a reliable source. The document does not have to be fancy or typed — handwritten is acceptable as long as it is legible and signed by both parties.

Start by writing "Bill of Sale" at the top. Then include the date, the seller's full name and address, and the buyer's full name and address. Describe the vehicle by its VIN, make, model, year, color, and current mileage. State the sale price clearly (for example, "Sold for $5,000"). Add a line for both parties to sign and print their names. You can also add a line that says "Condition: As-is" or note any known issues with the vehicle, but this is optional.

Make sure both the buyer and seller sign the document and keep a copy each before either party goes to the DMV. A handwritten bill of sale that includes all the required information is just as valid as a printed form.

What happens after you sign the bill of sale

Once both parties have signed the bill of sale, each person should keep a copy. The buyer will need their copy when they go to the DMV to transfer the title into their name. The seller should keep their copy as proof that they no longer own the vehicle — this protects them if the buyer fails to register the car or gets into an accident before the title is transferred.

The buyer must file the title transfer with the DMV within 10 days of the purchase. To do this, the buyer will need the signed bill of sale, the original title certificate (signed by the seller), a completed title transfer process, and proof of insurance. The seller does not submit the bill of sale to the DMV — only the buyer does, as part of the title transfer process.

If the seller does not receive the title certificate from the buyer within a reasonable time, or if the buyer does not transfer the title, the seller should contact the DMV to report the sale. This protects the seller from liability if the vehicle is involved in an accident or crime after the sale.

Scam alerts and safety concerns

Do not sign a blank bill of sale or one with incomplete information. Scammers sometimes ask sellers to sign a document without filling in the sale price or buyer's name, then complete it later with false information. Always fill in every field before you sign, and make sure you understand what you are signing.

If you are the seller, never hand over the keys or the title certificate until the bill of sale is signed by both parties and you have a copy in your possession. If you are the buyer, do not pay for the vehicle until you have a signed bill of sale and the seller has signed the title certificate (the back of the title, not the bill of sale).

Be cautious of buyers who want to pay in cash and then delay the title transfer, or who ask you to hold the title while they arrange financing. Once you sign the bill of sale and hand over the keys, you have no legal claim to the vehicle. Make sure the buyer is serious and ready to complete the transaction.

If you are buying a used car, run a vehicle history report (through Carfax or AutoCheck) before you sign anything. Check that the VIN on the title matches the VIN on the vehicle itself. If the seller cannot produce the original title or if the VIN does not match, do not proceed with the purchase.

Frequently Asked Questions

Do I need to get the bill of sale notarized?

No. New York does not require a bill of sale to be notarized. Both parties straightforward need to sign and date it in front of each other. However, some people choose to have it notarized for extra protection, and a notarized bill of sale can be useful if a dispute arises later.

What if I lost my copy of the bill of sale?

If you are the seller and you lost your copy, ask the buyer for a copy of the signed bill of sale. If you are the buyer and you lost your copy, contact the seller and ask for another signed copy. If neither party has a copy and the title transfer has already been filed with the DMV, you can request a copy of the transfer record from the DMV, though this will not be the original bill of sale.

Can I use a bill of sale from another state?

You can use a bill of sale from another state as long as it includes all the required information (VIN, sale price, date, and both signatures). However, it is simpler to use New York's Form MV-103 or write one that follows New York's format, since the DMV is familiar with these documents.

What if the seller will not sign the bill of sale?

Do not complete the purchase. A bill of sale signed by both parties is your proof of the transaction. If the seller refuses to sign, they may be trying to avoid accountability for the vehicle's condition or history. Walk away from the deal.

Does the bill of sale transfer the title?

No. The bill of sale documents that the sale happened, but it does not transfer ownership. The buyer must file a separate title transfer process with the DMV, along with the signed title certificate from the seller, to legally become the owner. The bill of sale is supporting documentation for that process.