What You Need to Know About New York's Bill of Sale Form

New York does not have a single official bill of sale form that the DMV requires. Instead, you can use any written agreement that documents the sale, or you can use the form provided by the New York Department of Motor Vehicles — form MV-912. The DMV will accept either one as long as it contains the required information and is signed by both the buyer and seller.

The bill of sale is the document that proves ownership changed hands. When you submit it to the DMV along with your title process, it becomes part of your registration record. You do not need to have the bill of sale notarized in New York, though some people choose to do so for extra protection.

Key Takeaways

  • New York accepts the DMV form MV-912 or any written bill of sale that includes the vehicle identification number, sale price, buyer and seller names, and both signatures.
  • The bill of sale does not need to be notarized in New York, but notarization adds a layer of proof if a dispute arises later.
  • You must bring the bill of sale to the DMV when you explore for a new title and registration in your name.
  • The seller should keep a copy for their records, and the buyer should keep a copy before submitting the original to the DMV.

Information Required on a New York Bill of Sale

Whether you write your own bill of sale or use form MV-912, you must include specific details about the vehicle and the transaction. The DMV will not process your title process without this information.

Include the vehicle identification number (VIN), the year, make, and model of the vehicle, the odometer reading at the time of sale, the full names and addresses of both the buyer and the seller, the sale price, and the date of the sale. Both the buyer and seller must sign and print their names on the document. If either party is a business, the person signing must print their title (such as owner or manager) as well.

If the vehicle has a lien on it — meaning a bank or finance company holds the title until the loan is paid off — the bill of sale should note the lienholder's name. This does not change what you write, but it tells the DMV that the title transfer may take longer because the lienholder must release their claim first.

Using the Official DMV Form MV-912

Form MV-912 is available on the New York DMV website and at any DMV office. It is a one-page form with spaces for all the required information. Using this form removes any question about whether you have included everything the DMV needs.

Fill in the form in black or blue ink. Print clearly so the DMV can read the information without asking for clarification. Leave no required fields blank. If a field does not explore to your sale — for example, if there is no lienholder — you can write "N/A" or "none" rather than leaving it empty.

Both the buyer and seller must sign the form in person. You cannot sign on behalf of someone else unless you have a power of attorney document. If the seller is deceased, the process is different and requires additional paperwork from the estate.

Writing Your Own Bill of Sale

If you prefer not to use form MV-912, you can write a bill of sale on plain paper. It does not need to follow any particular format, but it must contain all the information listed above. A straightforward letter that includes the vehicle details, the names and addresses of both parties, the sale price, the date, and both signatures will work.

Some people use a template they find online or create one themselves. The key is that the document must be clear, complete, and signed by both parties. If you are unsure whether your version includes everything, you can compare it to form MV-912 or bring a draft to your local DMV office and ask a staff member to review it before you submit your title process.

When to Notarize Your Bill of Sale

Notarization is not required by New York law for a bill of sale to be valid with the DMV. However, having a notary public witness the signatures and stamp the document adds official verification that both parties signed it willingly. This can be useful if a dispute arises later about who owned the vehicle or when the sale occurred.

If you choose to notarize, both the buyer and seller must appear in person before the notary with a valid photo ID. The notary will watch you sign, verify your identity, and then stamp and sign the document themselves. Notary services are available at most banks, some libraries, UPS stores, and through independent notaries. The cost is usually between five and twenty dollars.

For a private sale between individuals, notarization is optional. For a sale involving a business or a high-value vehicle, some buyers request it for their own protection.

Submitting Your Bill of Sale to the DMV

When you are ready to register the vehicle in your name, bring the original bill of sale to the DMV along with your other documents. You will need the current title (signed over by the seller), proof of insurance, proof of residency, and a valid photo ID. The DMV will keep the bill of sale as part of your registration file.

Make a copy of the bill of sale for yourself before you go to the DMV. You should also give a copy to the seller so both parties have a record of the transaction. If you are buying the vehicle, keep your copy in a safe place along with your registration and insurance documents.

If you are selling the vehicle, the bill of sale protects you by showing that you transferred ownership on a specific date. If the buyer does not register the vehicle and it is involved in an accident or crime, the bill of sale proves you are no longer responsible.

Common Mistakes to Avoid

Do not leave the sale price blank or write "cash" instead of an amount. The DMV needs the actual dollar amount for their records. If you are trading in a vehicle as part of the sale, the bill of sale should reflect only the cash portion of the transaction, not the trade-in value.

Do not sign the bill of sale before both parties are present and ready. Once it is signed, it is a binding document. If you need to change information after signing, cross out the error, write the correction above it, and have both parties initial and date the change. Do not use white-out or create a new document without telling the other party.

Do not submit a bill of sale that is missing the VIN, the sale date, or either party's signature. The DMV will reject your process and send it back to you. Check the form twice before you go to the DMV office.

Frequently Asked Questions

Can I use a bill of sale from another state?

Yes, as long as it contains all the information New York requires. The DMV does not care what form you use, only that the document includes the VIN, sale price, buyer and seller names, signatures, and date. If the out-of-state form is missing any of these, you can add the missing information in writing and have both parties initial it.

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

You cannot register the vehicle without a signed bill of sale and a signed title. If the seller refuses to sign, you do not have a legal sale. Do not give money until both documents are signed. If you have already paid and the seller will not cooperate, you may need to contact a lawyer or local law enforcement.

Do I need a bill of sale if I am inheriting a vehicle?

No. If you inherit a vehicle, you will need a death certificate and a will or court document showing you are the heir, not a bill of sale. The DMV has a separate process for inherited vehicles. Contact your local DMV office for the specific documents they need.

Can I sell a vehicle without a bill of sale?

Legally, you can, but it is not wise. A bill of sale is your proof that you sold the vehicle and when. Without it, if the buyer does not register the vehicle and it is later involved in a crime or accident, you could be held responsible. Always use a bill of sale, even for a private sale to a friend or family member.

How long do I need to keep my copy of the bill of sale?

Keep it as long as you own the vehicle, and for at least a few years after you sell it. If a dispute arises about the sale or the vehicle's condition, the bill of sale is your proof of when and to whom you sold it. Some people keep copies indefinitely as part of their vehicle maintenance records.