What a New York Bill of Sale Is and When You Need One
A bill of sale is a written record that you and the seller (or buyer, if you are selling) sign to document the transfer of a vehicle. In New York, the bill of sale serves as proof of the transaction and protects both parties by recording the sale price, vehicle details, and the date of transfer. The DMV does not issue a standard bill of sale form — you can use a private bill of sale, a form from your insurance company, or the form provided by a dealer if you are buying from one.
You need a bill of sale whenever you buy or sell a vehicle in New York, whether the transaction happens between private parties or involves a dealer. If you are financing the purchase through a bank or credit union, your lender may require a bill of sale as part of the loan paperwork. The bill of sale is separate from the title transfer itself — it documents the sale, while the title transfer changes the registered owner with the DMV.
Key Takeaways
- New York does not require a specific DMV bill of sale form; you can use any written bill of sale that includes the vehicle identification number, sale price, and signatures of both buyer and seller.
- The bill of sale must be signed by both the seller and buyer and should be completed before or at the time of the sale.
- You will submit the bill of sale to the DMV along with the title process when you register the vehicle in your name.
- Keep a copy of the signed bill of sale for your records, as you may need it for insurance, financing, or future disputes about the transaction.
What Information Must Be Included on a New York Bill of Sale
The bill of sale must contain the vehicle's Vehicle Identification Number (VIN), which appears on the title and on the driver's side of the dashboard. It should also include the year, make, model, and color of the vehicle. The sale price must be written on the bill of sale — this is the amount the buyer paid or agreed to pay, even if the actual payment method differs (cash, check, financing, or trade-in).
Both the seller's and buyer's names, addresses, and phone numbers should appear on the bill of sale. The date of the sale must be included. If the vehicle has a lien (meaning a bank or lender holds a security interest), the lienholder's name should be noted. The seller should sign and date the bill of sale, and the buyer should do the same. Some private sales include a statement that the vehicle is sold "as-is," meaning the buyer accepts it in its current condition.
If you are using a dealer's bill of sale, the dealer will provide the form and may support it contains the required information. If you are writing your own, you can use plain paper or read a template — the format does not matter as long as all required details are present and both parties sign it.
Where to Find a Bill of Sale Form
The New York DMV website does not provide an official bill of sale form, but several sources offer templates you can use. Many insurance companies, including those that sell policies in New York, provide bill of sale forms on their websites at no cost. You can also find generic bill of sale templates through a web search — look for one labeled for New York or for vehicle sales generally.
If you are buying from a private seller, you can ask them if they have a form, or you can bring a blank bill of sale for them to sign. If you are buying from a dealer, the dealer will provide their own bill of sale form as part of the purchase agreement. Some banks and credit unions that finance vehicle purchases also provide bill of sale forms for their customers.
The form itself is not filed with the DMV separately — you will include it with your title transfer process when you register the vehicle. Keep the original signed copy for your records.
How to Complete the Bill of Sale Before Signing
Before either party signs, fill in all the blanks with accurate information. Start with the seller's full name, address, and phone number, then the buyer's full name, address, and phone number. Write the date of the sale. Enter the vehicle's VIN, year, make, model, and color exactly as they appear on the title.
Write the sale price in both numbers and words to avoid confusion — for example, "$5,500" and "Five thousand five hundred dollars." If there is a lien on the vehicle, write the lienholder's name and the loan account number if you have it. If the vehicle is being sold "as-is," add that statement. Review the entire form to make sure all details are correct before anyone signs.
Do not leave blanks on the bill of sale. If a field does not explore — for example, if there is no lien — write "N/A" or "None" so it is clear the information was not omitted by accident.
Signing and Witnessing the Bill of Sale
New York does not require the bill of sale to be notarized or witnessed, but both the seller and buyer must sign and date it. The seller should sign in the presence of the buyer if possible, so both parties have a signed copy. Each party should keep a copy of the completed and signed bill of sale.
If the seller is not present at the time of signing — for example, if the vehicle is being shipped or picked up by a third party — the seller can sign the bill of sale before the buyer takes possession. The buyer should not take the vehicle without a signed bill of sale from the seller. If a dispute arises later about the condition of the vehicle or the terms of the sale, the signed bill of sale is the primary document proving what was agreed to.
Submitting the Bill of Sale to the DMV
When you are ready to register the vehicle in your name, you will submit the signed bill of sale along with your title transfer process. You can explore for title transfer in person at a DMV office, by mail, or through the DMV's online portal if you are renewing or transferring an existing registration. The bill of sale is required as proof of ownership transfer.
If you are buying from a dealer, the dealer may handle the title transfer paperwork on your behalf, but you will still need to sign the bill of sale as part of that process. If you are buying from a private seller, you are responsible for submitting the bill of sale and title process to the DMV yourself. The DMV will keep a copy of the bill of sale in its records.
You do not need to mail the original bill of sale — a copy is acceptable. However, keep the original signed copy for your records for at least several years, in case you need to prove the transaction or resolve a dispute.
Common Mistakes to Avoid When Completing a Bill of Sale
Do not leave the sale price blank or write "trade-in" without a dollar amount. The DMV uses the sale price to calculate sales tax, so an incomplete price can delay your registration. Do not use a VIN from a different vehicle or write it incorrectly — the VIN must match the title exactly, or the DMV will reject the process.
Do not sign the bill of sale before all blanks are filled in. If information is added after signing, have both parties initial and date the change. Do not assume the seller will mail the title to you — confirm in writing who is responsible for submitting the title transfer to the DMV, and set a important date. If the seller does not transfer the title within a reasonable time, you may not be able to register the vehicle.
Do not lose your copy of the signed bill of sale. You may need it to prove you own the vehicle if the title is delayed, if you need to file an insurance claim, or if a dispute arises with the seller or a lienholder.
Frequently Asked Questions
Can I write a bill of sale on a blank piece of paper?
Yes. New York does not require a specific form. As long as the bill of sale includes the VIN, sale price, date, and signatures of both buyer and seller, it is valid. Using a template makes it easier to remember all required details, but a handwritten bill of sale on plain paper is legally acceptable.
What if the seller will not sign a bill of sale?
Do not complete the purchase. A signed bill of sale is your proof that you own the vehicle and protects you if a dispute arises later. Without it, the DMV may not transfer the title to you, and you could lose money or face legal claims from the seller or a lienholder.
Do I need a bill of sale if I am buying from a dealer?
Yes, but the dealer will provide one as part of the purchase agreement. Review it carefully to make sure the VIN, sale price, and your name are correct before you sign. The dealer's bill of sale serves the same purpose as a private bill of sale and will be submitted to the DMV with your title transfer process.
What should I do if I discover the sale price on the bill of sale is wrong after I sign it?
Contact the seller when ready and ask them to sign an amended bill of sale with the correct price. Both parties should initial and date the change. Submit the corrected bill of sale to the DMV with your title transfer process. If the seller refuses to correct it, contact the DMV to ask how to proceed — you may need to provide a written explanation.
How long should I keep the bill of sale?
Keep it for as long as you own the vehicle, and for several years after you sell it. You may need it to prove ownership, resolve disputes, or support an insurance claim. Store it in a safe place with your other vehicle documents.