What Virginia's bill of sale is and why you need one
Virginia's bill of sale is a document that records the sale of a vehicle between a private seller and a private buyer. It is not the same as a title — the title proves ownership, while the bill of sale proves the transaction happened and on what date. Virginia does not require a bill of sale by law, but the Department of Motor Vehicles strongly recommends one because it protects both the buyer and seller if a dispute arises later.
The bill of sale becomes your proof that you bought or sold the vehicle on a specific date for a specific price. If the buyer later gets a ticket or is involved in an accident before the title transfer is complete, the bill of sale shows you are no longer responsible. If the seller claims you never paid, the bill of sale with your signature proves you did. Without one, you have only your word against theirs.
Virginia does not have an official state bill of sale form, which means you can use a template from the DMV website, write one yourself, or use a form from a private seller or buyer. The key is that it must include certain information and be signed by both parties.
Key Takeaways
- Virginia does not legally require a bill of sale, but the DMV recommends one because it protects you if a dispute arises after the sale.
- The bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both the buyer and seller.
- You can use a template from the Virginia DMV website, create your own, or use a form provided by the other party — there is no official state form.
- The seller should keep a copy and give the buyer a copy before handing over the keys and title.
- A bill of sale does not transfer the title; you still need to submit the title process to the DMV within a set timeframe after purchase.
What information must be on the bill of sale
The bill of sale should include the vehicle identification number (VIN), which appears on the title and on the dashboard of the vehicle. It should also list the make, model, year, and color of the vehicle so there is no confusion about which car is being sold. Include the odometer reading at the time of sale — this protects the buyer if the seller later claims the mileage was different.
Write the sale price in both numbers and words to prevent tampering. For example, write "$5,000" and "Five thousand dollars." Include the date of the sale. Both the buyer and seller must sign and print their names. Some people also add the buyer's and seller's addresses and phone numbers, which is helpful if questions come up later.
If there is a lien on the vehicle (meaning a lender still owns part of it), the bill of sale should note that. The seller should also disclose any known mechanical problems or damage. This is not required by law, but it protects the seller from the buyer claiming later that they were not told about an issue.
Where to find a bill of sale template
The Virginia DMV website offers a bill of sale template that you can read and print. Search for "Virginia bill of sale" on the DMV website or ask for one at your local DMV office. The template includes all the fields you need and is formatted so that it will be accepted by the DMV if you need to submit it later as proof of the transaction.
You can also find templates from other sources — many legal document websites offer free versions. The important thing is that your bill of sale includes all the required information and is signed by both parties. If you write one yourself on plain paper, that is acceptable as long as it has the VIN, sale price, date, and signatures.
Some buyers and sellers use forms from online marketplaces or private sale websites. These are usually fine, but make sure the form includes space for the VIN, sale price, date, and signatures before you use it.
When to sign the bill of sale and what happens next
The bill of sale should be signed at the time of the sale, ideally before the money changes hands and the keys are handed over. Both the buyer and seller should sign in front of each other so there is no question about when the document was created or whether both parties agreed to it. Each person should keep a copy — the seller for their records and the buyer to submit with the title transfer process.
After the sale, the buyer has a limited time to submit the title process to the DMV. In Virginia, you generally have 30 days from the date of purchase to explore for a new title. The bill of sale is not submitted to the DMV as part of the title transfer, but you should keep it with your other vehicle documents in case the DMV asks for proof of the transaction.
The seller should also keep their copy of the bill of sale. If the buyer does not transfer the title quickly and gets a ticket or is involved in an accident, the seller may need to prove they no longer owned the vehicle. The bill of sale with the date and both signatures is the best proof of that.
Scams and safety concerns with private vehicle sales
A common scam involves a buyer who pays with a check that later bounces. Once you hand over the title and keys, you have little recourse. To protect yourself as a seller, accept only cash or a cashier's check from the bank. If you accept a personal check, do not hand over the title or keys until the check clears — this can take several business days.
Another risk is a buyer who claims the bill of sale was never signed or was signed under duress. This is why both parties should sign in front of each other and each keep a copy. Do not sign a blank bill of sale or one with missing information. Do not sign anything you have not read.
As a buyer, be cautious of sellers who refuse to provide a bill of sale or who rush you through the signing. A legitimate seller will want a bill of sale as much as you do. Also verify the VIN on the bill of sale matches the VIN on the title and on the vehicle itself — mismatches can indicate a stolen or salvage vehicle.
How the bill of sale relates to the title transfer
The bill of sale and the title are two separate documents that serve different purposes. The title is the legal proof of ownership issued by the DMV. The bill of sale is a record of the transaction between buyer and seller. You need both to complete a private vehicle sale in Virginia.
When you buy a vehicle, the seller gives you the title (or the process for a duplicate title if the original is lost). You then take that title to the DMV along with your completed title transfer process and pay the transfer fee. The bill of sale is not part of the DMV process, but it is your proof that you purchased the vehicle and on what date.
If there is a problem with the title — for example, if the seller's name does not match the title — the bill of sale alone will not fix it. Both the buyer and seller may need to go to the DMV together to resolve the issue. This is another reason to check the title carefully before you sign the bill of sale.
What to do if you lose the bill of sale or need a copy later
If you lose your copy of the bill of sale, you can ask the other party for another copy. If they refuse or you cannot reach them, the bill of sale is not required by Virginia law, so its absence will not prevent you from transferring the title. However, you will have no written proof of the sale if a dispute arises.
If you are the seller and the buyer claims they never received a bill of sale, your copy is your proof that you provided one. Keep your copy in a safe place along with your vehicle records. If you are the buyer and you need to prove you purchased the vehicle, your copy of the bill of sale is the best evidence you have.
The DMV does not keep copies of bills of sale on file. The only copies that exist are the ones you and the other party keep. This is why it is important to sign the bill of sale in front of each other and make sure each person leaves with a copy.
Frequently Asked Questions
Do I have to use the DMV's bill of sale template?
No. Virginia does not have an official bill of sale form. You can use the DMV template, a template from another source, or write one yourself. The important thing is that it includes the VIN, sale price, date, and signatures of both parties. Any format that includes this information will work.
What if the seller will not give me a bill of sale?
A seller who refuses to provide a bill of sale is a red flag. A bill of sale protects both of you, and any legitimate seller should be willing to sign one. If the seller refuses, reconsider the purchase. You can still transfer the title without a bill of sale, but you will have no written proof of the transaction if a problem arises later.
Can I use a bill of sale from an online marketplace or private website?
Yes, as long as the form includes the VIN, sale price, date, and space for both parties to sign. Check the form before you use it to make sure it has all the required fields. Many online forms are acceptable, but some may be missing important information.
What if I sell a vehicle and the buyer does not transfer the title?
Your bill of sale is your proof that you no longer own the vehicle. If the buyer gets a ticket or is involved in an accident before transferring the title, you can show the bill of sale to prove you sold it on a specific date. Keep your copy in a safe place. You may also want to contact the DMV to report the sale if the buyer does not transfer the title within a reasonable time.
Is a bill of sale the same as a title?
No. The title is the legal proof of ownership issued by the DMV. The bill of sale is a record of the transaction between buyer and seller. You need the title to transfer ownership at the DMV. The bill of sale is your proof that the sale happened and protects you if a dispute arises.