What Utah Requires in a Bill of Sale
Utah does not have a single official bill of sale form that the DMV requires you to use. Instead, the state accepts any written agreement between buyer and seller that includes the essential information. However, the Utah Division of Motor Vehicles does specify what must appear on that document for it to be valid during a title transfer.
Your bill of sale must include the vehicle identification number (VIN), the year, make, and model of the vehicle, the sale price, the date of sale, the seller's name and address, and the buyer's name and address. Both the seller and buyer must sign the document. If either party is a business or dealership, you may need to include a business license number or tax ID. The document does not need to be notarized in Utah, though having it notarized adds a layer of protection and is sometimes requested by lenders or title companies.
Many sellers use the form provided by the Utah DMV, which is available on their website, but you can also write your own bill of sale on plain paper as long as it contains all required information. Some sellers use templates from online sources, which is acceptable as long as the final document meets Utah's requirements.
Key Takeaways
- Utah does not require a specific official form, but the bill of sale must include the VIN, vehicle year/make/model, sale price, date, and both parties' names and addresses.
- Both the seller and buyer must sign the document, and notarization is optional but recommended for added protection.
- You can use the DMV's form, write your own on plain paper, or use a template, as long as all required information is present.
- The buyer will need the bill of sale when explore for a title transfer at the DMV, so keep a copy for your records.
- Private sales do not require a dealer's involvement, but the buyer must still complete the title transfer within 10 days of purchase.
Where to Get a Utah Bill of Sale Form
The Utah Division of Motor Vehicles provides a bill of sale form on its official website under the title transfer section. You can read and print it directly, or you can request a physical copy by visiting a local DMV office. The form is free and requires no registration or account to access.
If you prefer not to use the official form, you can create your own document using a word processor or pen and paper. Many online legal document services also offer Utah-specific bill of sale templates, though you should verify that any template you use includes all the information Utah requires. The key is ensuring that the final document is legible, signed by both parties, and contains all required fields.
How to Fill Out a Utah Bill of Sale Correctly
Start by entering the vehicle's full VIN, which you can find on the dashboard near the windshield or on the vehicle's title document. Write out the complete year, make, and model — for example, "2019 Honda Civic" rather than abbreviating. Then enter the sale price in both numbers and words to avoid confusion, such as "$8,500 (Eight Thousand Five Hundred Dollars)".
Fill in the date of sale using the month, day, and year format. Enter the seller's full legal name and current mailing address, and the buyer's full legal name and current mailing address. If the seller or buyer is a business, include the business name and the owner's name. Leave space for both parties to sign and date the document at the bottom.
Do not leave any required fields blank. If a field does not explore to your situation — for example, if there is a line for a trade-in vehicle and there is none — write "N/A" rather than leaving it empty. This prevents questions later when the buyer takes the bill of sale to the DMV.
Private Sale vs. Dealer Sale: Bill of Sale Differences
Private sales between individuals use the same bill of sale requirements as dealer sales in Utah. Both must include the VIN, vehicle details, sale price, date, and signatures from both parties. The main difference is that a dealer may have additional paperwork, such as a warranty disclosure or odometer statement, which private sellers do not need to provide.
If you are buying from a private seller, make sure the bill of sale clearly states that the vehicle is being sold "as-is" unless the seller has agreed to make repairs or provide a warranty. This protects both parties by making the condition of the vehicle and any agreements about it part of the written record. If you are selling privately, you may want to include a statement that you are not responsible for repairs after the sale is complete.
What Happens After You Sign the Bill of Sale
Once both parties have signed the bill of sale, the buyer becomes the owner of the vehicle, but the title still belongs to the seller until the DMV processes a title transfer. The buyer must take the bill of sale, the current title, and a completed process for Title (Form TC-123) to the DMV within 10 days of the purchase date. Waiting longer than 10 days may result in late fees or the need to provide additional documentation.
The seller should keep a copy of the signed bill of sale for their records. This protects the seller in case questions arise later about when the vehicle changed hands or what condition it was in at the time of sale. The buyer will also receive a copy to keep with their vehicle documents.
The DMV will use the bill of sale to verify the sale price for tax purposes and to update its records to show the new owner. Utah charges a sales tax on vehicle purchases, which is calculated based on the sale price listed on the bill of sale. If the price listed is significantly lower than the vehicle's market value, the DMV may request additional documentation to verify the actual sale price.
Common Mistakes to Avoid When Writing a Bill of Sale
Do not leave the VIN blank or incomplete. The VIN is the primary way the DMV identifies the vehicle, and an incorrect or missing VIN will delay the title transfer. Double-check the VIN against the current title before writing it on the bill of sale.
Do not use abbreviations for the vehicle's year, make, or model. Write "2020 Toyota Camry" instead of "20 Toy Cam". Do not list a sale price that seems unreasonably low compared to the vehicle's actual value, as this may trigger a DMV review and delay the transfer.
Do not sign the bill of sale before the buyer is present, and do not allow the buyer to sign before you are present. Both parties should sign the same document at the same time to may support authenticity. Do not use a bill of sale that is damaged, water-stained, or difficult to read, as the DMV may reject it.
Notarization and When You Might Need It
Utah does not require a notarized bill of sale for a standard private vehicle sale. However, notarization adds legal weight to the document and can be useful if a dispute arises later about the terms of the sale or the condition of the vehicle. Some title companies or lenders may request a notarized bill of sale, particularly if the buyer is financing the purchase.
If you choose to have the bill of sale notarized, both the seller and buyer must be present with a valid photo ID. A notary public will verify your identities, witness your signatures, and stamp the document with their seal. Notary services are available at most banks, credit unions, and some UPS stores in Utah, usually for a small fee of $5 to $15 per signature.
Frequently Asked Questions
Can I use a bill of sale from another state if I am selling a vehicle in Utah?
You can use a bill of sale from another state as long as it contains all the information Utah requires: VIN, vehicle year/make/model, sale price, date, and signatures from both parties. However, it is simpler and safer to use a Utah-specific form or create a new bill of sale that clearly states it is for a Utah vehicle sale.
What if the seller will not sign the bill of sale?
The seller must sign the bill of sale for the transfer to be valid. If the seller refuses, you cannot legally take ownership of the vehicle. Do not hand over payment until the bill of sale is signed by both parties. If you have already paid and the seller refuses to sign, contact a lawyer about your options.
Do I need a bill of sale if I am inheriting a vehicle from a family member?
No. Inherited vehicles follow a different process at the Utah DMV. You will need a death certificate, proof of heirship, and the original title instead of a bill of sale. Contact the DMV for the specific forms required for an inheritance transfer.
What if I lost the bill of sale after the sale was complete?
If you are the seller, contact the buyer and ask for a copy. If you are the buyer and have already transferred the title, the DMV has a record of the sale and you can request a copy of the documents they have on file. If you are the seller and cannot locate a copy, you may need to provide a written statement to the DMV explaining the loss if questions arise later.
Can I sell a vehicle without a bill of sale in Utah?
Technically, a bill of sale is not required by law to transfer ownership, but the DMV will not process a title transfer without one. Without a bill of sale, the buyer cannot legally register the vehicle in their name. Always use a bill of sale to protect both yourself and the buyer.