How to Complete a New York State DMV Bill of Sale

What the New York bill of sale is and when you need it

The New York State bill of sale is a document that records the transfer of a vehicle from one owner to another. The DMV does not provide a single official form — instead, New York accepts bills of sale in several formats, as long as they contain the required information. You need a bill of sale whenever you buy or sell a vehicle privately (not through a dealer), and you must have one before you can register the vehicle in the new owner's name.

The bill of sale serves as proof of the transaction and protects both buyer and seller. It documents the sale price, the vehicle identification number (VIN), the odometer reading, and the signatures of both parties. Without it, the DMV will not process a title transfer, and you cannot legally register the vehicle.

Key Takeaways

New York does not require a specific DMV bill of sale form; you can use the DMV's optional form, a dealer's form, or a document you create yourself as long as it includes all required information.
The bill of sale must include the VIN, odometer reading, sale price, date of sale, and signatures of both buyer and seller.
Both the buyer and seller should keep a signed copy of the bill of sale before submitting documents to the DMV.
The bill of sale is submitted to the DMV along with the title process and other transfer documents when registering the vehicle in the new owner's name.

What information must be on the bill of sale

New York law requires specific details on any bill of sale. The document must include the full legal names and addresses of both the seller and the buyer, the vehicle's VIN (found on the dashboard or title), the make and model of the vehicle, the year it was manufactured, and the odometer reading at the time of sale.

You must also record the sale price, the date of the sale, and the signatures of both the buyer and the seller. If the vehicle is being sold "as is," that phrase should appear on the document. Some sellers also note whether the vehicle has a lien (an outstanding loan) against it, though this is not required by the DMV.

Using the DMV's optional bill of sale form

The New York DMV provides an optional bill of sale form (Form MV-912) that you can read from the DMV website or pick up at a DMV office. This form has blank spaces for all required information and is straightforward to complete. Using the DMV form removes any doubt about whether you have included everything necessary.

To complete the form, fill in the seller's name and address, the buyer's name and address, the vehicle's VIN, make, model, and year, the odometer reading, the sale price, and the date. Both the buyer and seller must sign and date the form in front of a notary public. New York requires the bill of sale to be notarized, which means a notary must witness both signatures and stamp the document.

Creating your own bill of sale

You do not have to use the DMV form. You can write a bill of sale on plain paper or use a template from a private source, as long as the document includes all required information and is notarized. Many people type a straightforward one-page document that lists the seller, buyer, vehicle details, sale price, date, and a line for signatures.

If you create your own bill of sale, make sure the language is clear and the document is legible. Handwritten bills of sale are acceptable as long as they are notarized and contain all required details. After both parties sign in front of a notary, each should keep a copy for their records before submitting the original to the DMV.

Getting the bill of sale notarized

New York requires the bill of sale to be notarized, meaning a notary public must witness both signatures. You can find a notary at most banks, credit unions, law offices, and UPS stores. Some notaries charge a small fee (usually between $5 and $15 per signature). Call ahead to confirm the notary is available and ask what identification they require.

Bring the unsigned bill of sale and a valid photo ID to the notary appointment. Both the buyer and seller must be present, or the notary may accept a power of attorney if one party cannot attend. The notary will watch both parties sign, then stamp and sign the document themselves. Once notarized, the bill of sale is ready to submit to the DMV.

What happens after you complete the bill of sale

After the bill of sale is signed and notarized, the buyer uses it along with the title and other documents to register the vehicle at the DMV. The buyer will need to submit the notarized bill of sale, the original title (signed by the seller), proof of identity, proof of residency, and the completed registration process (Form MV-82 for a new registration).

The DMV will review the bill of sale to confirm the information matches the title and other documents. If everything is in order, the DMV will process the title transfer and issue a new registration in the buyer's name. The seller should keep a copy of the notarized bill of sale for their records in case questions arise later about the sale.

Common mistakes to avoid

Do not leave the sale price blank or write "sold as is" without including a price — the DMV needs the actual amount paid. Do not forget to have the bill of sale notarized; without a notary stamp and signature, the DMV will reject it. Make sure both the buyer and seller sign the document; a bill of sale signed by only one party is not valid.

Do not use someone else's name or a nickname instead of the legal name as it appears on a driver's license or ID. Do not submit the bill of sale to the DMV before both parties have signed it. Keep the original notarized copy for the buyer's records and submit a copy to the DMV with the title transfer process.

Frequently Asked Questions

Can I use a bill of sale from a private website or template?

Yes, as long as the template includes all required information (VIN, odometer reading, sale price, date, buyer and seller names and addresses, and signatures) and you have it notarized. The DMV does not require you to use its form, but the form is designed to may support nothing is missed.

What if the seller is not available to sign the bill of sale in front of the notary?

The seller can sign in front of a notary separately, or the buyer can bring a power of attorney signed by the seller. A power of attorney allows someone else to sign on the seller's behalf. The notary will explain what documents are needed if you choose this route.

Do I need the bill of sale if I'm buying from a car dealer?

No. Dealers provide their own paperwork and handle the title transfer themselves. The bill of sale is only required for private sales between individuals.

What if I lost the bill of sale after the sale?

If you are the buyer and lost your copy, contact the seller and ask for another notarized copy. If you are the seller and the buyer asks for a copy, you can provide one from your records. The original notarized bill of sale should be with the DMV as part of the title transfer.

Can the bill of sale be dated before or after the actual sale?

The bill of sale should be dated on or very close to the actual date of the sale. Dating it significantly before or after the transaction can raise questions with the DMV or create confusion about when ownership actually changed. Use the date the money changed hands and the keys were transferred.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.