What a Virginia bill of sale is and when you need one
A bill of sale is a written record that you sold a vehicle to someone else. In Virginia, you do not legally have to use a bill of sale to transfer a car — the title document itself is what transfers ownership at the DMV. However, a bill of sale protects both the seller and the buyer by creating a paper trail of the transaction, including the sale price, the vehicle details, and the date of sale.
You should create a bill of sale whenever you sell a vehicle privately, even though it is not required by Virginia law. If you sell through a dealer, the dealer handles the paperwork. If you sell privately to another person, a bill of sale is your record that the sale happened and at what price — useful if a dispute arises later or if the buyer fails to register the vehicle and you receive a bill for unpaid taxes or violations.
Virginia does not have an official state bill of sale form, but the DMV recognizes any bill of sale that includes the required information. You can write one yourself, use a template, or purchase one from an office supply store.
Key Takeaways
- Virginia does not require a bill of sale by law, but creating one protects you by documenting the sale price, date, and buyer information.
- The bill of sale must include the vehicle identification number (VIN), the sale price, the date of sale, and the signatures of both buyer and seller.
- You can write a bill of sale yourself or use a template — Virginia does not have an official form.
- Keep a copy for your records and give the original to the buyer, who will need it when they register the vehicle at the DMV.
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 car. It should also list the make, model, year, and color of the vehicle. Include the odometer reading on the date of sale — this is a record of the vehicle's mileage at the time of transfer.
Write the full sale price in dollars. If you are selling the car for less than fair market value (for example, to a family member), write the actual amount you received, not an estimated value. Include the date of sale and the full names and addresses of both the seller and the buyer. Both parties must sign and date the bill of sale in front of a witness, though Virginia does not require notarization.
Some sellers add a line stating that the vehicle is sold "as-is" with no warranty, which protects the seller from later claims that the car was defective. You can also note any known mechanical issues or damage on the bill of sale, though this is optional.
How to write the bill of sale yourself
Start with a heading that says "Bill of Sale" or "Motor Vehicle Bill of Sale." Below that, write the date of the sale. Then create two sections: one for the seller's information and one for the buyer's information. Include full legal names, street addresses, and phone numbers for both parties.
In the body of the document, describe the vehicle by VIN, make, model, year, color, and odometer reading. State the sale price clearly — for example, "The seller agrees to sell this vehicle to the buyer for $5,000." Add a line that both parties agree the vehicle is sold as-is, or describe any specific condition you are disclosing.
At the bottom, leave space for the seller's signature and printed name, the buyer's signature and printed name, and the date each person signed. You can add a line for a witness signature, though it is not required in Virginia. Print two copies — one for you and one for the buyer.
Where to get a bill of sale template
The Virginia DMV website does not provide an official bill of sale form, but many free templates are available online through legal document websites and office supply retailers. Search for "Virginia motor vehicle bill of sale" to find templates you can read and print.
Office supply stores like Staples and Office Depot sell bill of sale pads for a few dollars. These are pre-printed forms with blanks you fill in by hand. Some car-buying guides and automotive websites also offer free downloadable templates specific to Virginia.
Whichever source you use, make sure the template includes spaces for the VIN, sale price, date, and signatures of both parties. If a template is missing any of these elements, add them by hand before you sign.
What happens after you sign the bill of sale
Give the original bill of sale to the buyer. They will need it when they go to the DMV to register the vehicle in their name. The buyer must bring the bill of sale, the title, proof of insurance, and a completed process for title and registration.
Keep a copy for yourself. If a problem arises later — for example, if the buyer does not register the vehicle and you receive a tax bill, or if the buyer claims you misrepresented the vehicle's condition — your copy of the signed bill of sale is your proof that the sale occurred and on what terms.
The bill of sale does not transfer the title itself. The title transfers only when the buyer submits it to the DMV along with the bill of sale and completes the registration process. Until that happens, you remain the registered owner in Virginia's system, so make sure the buyer registers promptly.
Common mistakes to avoid when writing a bill of sale
Do not leave the VIN blank or write it incorrectly. The buyer needs the exact VIN to register the vehicle, and if it does not match the title, the DMV will reject the process. Copy the VIN directly from the title or the dashboard.
Do not write the sale price as "cash" or leave it blank. Write the actual dollar amount, even if you received payment in a form other than cash. If you are selling the vehicle for free (a gift), write "$0" or "No consideration" and make clear that this is a gift, not a sale.
Do not sign the bill of sale without the buyer present, and do not let the buyer sign without you present. Both signatures should be made on the same date. If either party signs at a different time or place, it weakens the document's value as proof of the transaction.
Do not assume the buyer will register the vehicle right away. Follow up after a week or two to confirm they have submitted the paperwork to the DMV. If they do not register within a reasonable time, contact them in writing to remind them, because you remain liable for the vehicle until the title is transferred.
Frequently Asked Questions
Does Virginia require a notary to sign the bill of sale?
No. Virginia does not require the bill of sale to be notarized. Both the seller and buyer must sign it, and it is recommended that a witness be present, but notarization is not necessary for the bill of sale to be valid or for the DMV to accept it.
What if I lost the bill of sale after I sold the car?
If you no longer have a copy, you can contact the buyer and ask them for a copy of the one they received. If that is not possible, you can write a new statement describing the sale and sign it in front of a notary, though this is less reliable than the original document. For future sales, keep a copy in a safe place.
Can I use a bill of sale if I do not have the title yet?
Yes. You can write and sign a bill of sale even if the title has not arrived from the DMV. However, the buyer will still need the title to complete the registration. If you do not have it, tell the buyer when you expect it to arrive and provide them with a copy of the bill of sale in the meantime.
What if the buyer and I disagree on the sale price after we sign?
The bill of sale is a binding record of what you both agreed to on the date of sale. If a dispute arises, the signed bill of sale is evidence of the agreed price. To avoid this, make sure both parties understand and agree on the price before anyone signs, and write it clearly on the document.
Do I need a bill of sale if I am trading in my car at a dealership?
No. When you trade in a vehicle at a dealership, the dealer handles all the paperwork, including the title transfer. You do not need to create a separate bill of sale. The dealer will provide you with documentation of the trade-in value.