A bill of sale is a written record that you and the buyer (or seller) sign to document a vehicle transfer

A bill of sale is a document that proves ownership changed hands. When you sell a car, truck, or motorcycle, you create one to show the DMV and the new owner what was sold, for how much, and on what date. The template you use depends on your state — some states have an official form, others accept any written record that includes the key details, and a few require notarization.

You do not need to buy a template. Your state's DMV website usually offers one for free, or you can write one yourself as long as it covers the basics: vehicle identification number (VIN), make and model, sale price, date of sale, and signatures from both parties. The form protects both of you if a dispute arises later about the condition of the vehicle or the terms of the sale.

Key Takeaways

  • Most states provide a free bill of sale template on their DMV website, and using the official form is the safest choice.
  • A bill of sale must include the VIN, vehicle make and model, sale price, date, and signatures from both buyer and seller.
  • Some states require the bill of sale to be notarized; check your state's DMV rules before you sign.
  • You should keep a copy for your records even after the title transfer is complete.

Where to find your state's official bill of sale form

Start with your state's DMV website. Search for "bill of sale" or "vehicle sale form" in the forms section. Most states post the template as a PDF you can print and fill out by hand, or as a fillable form you can complete on screen and then print. The official form is always free and is designed to meet your state's legal requirements.

If your state does not offer an official template, you can read one from a third-party source like the National Association of Secretaries of State or a legal document site. However, verify that the template matches your state's rules — some states have specific wording or formatting requirements. When in doubt, call your local DMV office and ask which form they recommend.

What information must be on the bill of sale

Every bill of sale should include the vehicle's VIN (the 17-character identification number found on the dashboard or title), the make, model, and year, and the sale price. Write the price in both numbers and words to prevent disputes. Include the date of sale, the seller's full name and address, and the buyer's full name and address.

Both the seller and buyer must sign and print their names. Some states also require the seller to include their driver's license number and the buyer to do the same. If the vehicle has a lien (a loan against it), note that on the form. If the sale includes any conditions — such as "as-is" or a warranty period — write those clearly so both parties understand what they are agreeing to.

States that require notarization

A handful of states require the bill of sale to be notarized, meaning a notary public must witness the signatures and stamp the document. These states include Arizona, Arkansas, Colorado, Georgia, Illinois, Kentucky, Missouri, Montana, New Hampshire, New Mexico, North Carolina, Ohio, South Carolina, and Texas. If your state is on this list, do not sign the bill of sale until you are in front of a notary.

You can find a notary at your bank, a UPS store, a library, or an online notary service. Bring a photo ID and the unsigned bill of sale. The notary will watch you sign, verify your identity, and add their seal and signature. This step usually costs between $5 and $25. If you sign before being notarized, you will have to start over.

How to fill out the bill of sale correctly

Print the form or open it on screen. Use black or blue ink if you are writing by hand — avoid pencil, which can be altered. Fill in every blank; do not leave fields empty. If a field does not explore to your sale (for example, if there is no lien), write "N/A" or "None" so it is clear you did not skip it by accident.

Double-check the VIN against the title and the vehicle itself before you write it down. Mismatched VINs are a common reason the DMV rejects a bill of sale. Write the sale price as agreed — if you are selling for $5,000, write "Five Thousand Dollars" and "$5,000.00". Both parties should sign in blue ink if possible, so the DMV can tell the original from a photocopy.

What happens after you sign the bill of sale

Keep a copy for your records. The buyer will need a copy to submit with their title transfer paperwork at the DMV. The seller should keep a copy to prove they no longer own the vehicle, in case questions arise later about parking tickets, accidents, or registration issues.

The bill of sale is not the same as the title. The title is the legal proof of ownership and is issued by the DMV. The bill of sale is the record of the transaction. The buyer will use the bill of sale, the old title, and their own DMV paperwork to register the vehicle in their name. You do not submit the bill of sale to the DMV yourself unless your state specifically requires it.

Common mistakes to avoid

Do not leave the sale price blank or write "cash" without a dollar amount — the DMV needs a number to calculate taxes and fees. Do not sign before both parties are present and ready; a bill of sale signed by only one person is not valid. Do not use white-out or cross out mistakes; if you make an error, start over with a fresh copy.

Do not forget to include the date. Do not assume the buyer will handle the DMV paperwork correctly; give them a copy and explain that they need to register the vehicle within the timeframe your state allows (usually 10 to 30 days). Do not throw away your copy; keep it for at least three to five years in case a dispute arises.

Frequently Asked Questions

Can I write my own bill of sale instead of using a template?

Yes, in most states. As long as you include the VIN, vehicle details, sale price, date, and both signatures, a handwritten bill of sale is valid. However, using your state's official template is safer because it is designed to meet all legal requirements and the DMV will recognize it when ready.

What if I lose my copy of the bill of sale after the sale?

Ask the buyer for another copy. If you cannot reach them, contact your state's DMV — they may have a record of the title transfer, which serves as proof the sale occurred. Keep copies in a safe place to avoid this problem.

Do I need a bill of sale if I am trading in my vehicle at a dealership?

No. The dealership handles the paperwork and title transfer themselves. A bill of sale is only needed for private sales between individuals.

What if the buyer and I disagree on the sale price after we sign?

The signed bill of sale is the legal record of what you both agreed to. If a dispute arises, the bill of sale is the document used to settle it. This is why writing the price clearly and having both parties sign is so important.

Can I sell a vehicle without a bill of sale?

Technically, the buyer can register the vehicle with just the title in most states, but a bill of sale protects both of you. It proves you received payment and that the buyer knew the condition of the vehicle. Without it, you have no record of the sale if problems arise later.