A bill of sale is a written record that proves you bought or sold a vehicle

A bill of sale is a document that shows the transfer of ownership from one person to another. When you buy or sell a car, truck, or motorcycle, the bill of sale records the date, the vehicle details, the price paid, and the signatures of both the buyer and seller. It is not the same as a title or registration — it is a receipt that protects both parties by documenting what happened during the transaction.

Most states do not require a bill of sale by law, but the DMV in many states asks for one when you register a vehicle in your name or transfer ownership. Even when it is not required, having one protects you. If a dispute arises later — about the condition of the vehicle, the price, or who owns it — the bill of sale is your proof of what was agreed to on the day of sale.

The bill of sale is separate from the vehicle title. The title is the legal ownership document issued by the state; the bill of sale is the transaction record you create yourself or obtain from the seller. You will need both when you register a vehicle at the DMV.

Key Takeaways

  • A bill of sale documents the sale of a vehicle and is signed by both buyer and seller, even though most states do not legally require one.
  • The DMV in many states will ask for a bill of sale when you register a vehicle you have purchased, so you should obtain one from the seller before leaving the lot.
  • Your state DMV website publishes a bill of sale form you can use, or you can write one yourself as long as it includes the vehicle details, sale price, date, and both signatures.
  • A bill of sale protects you if a dispute arises later about the condition, price, or ownership of the vehicle.
  • You will submit the bill of sale to the DMV along with the title, proof of insurance, and identification when you register the vehicle.

What information must be on a bill of sale

A bill of sale must include the vehicle identification number (VIN), the make, model, and year of the vehicle, and the odometer reading on the day of sale. It must also show the sale price, the date of the transaction, and the full legal names and addresses of both the buyer and the seller. Both parties must sign and date the document.

Some states ask for additional details, such as the condition of the vehicle (as-is, with warranty, or with specific repairs promised), whether there are any liens on the title, and the payment method (cash, check, or financing). Check your state DMV website for the official form or template — using the state form is the safest approach because it includes all required fields and is recognized by the DMV without question.

If you write your own bill of sale instead of using the state form, include all the information above and print it clearly or type it. Handwritten bills of sale are acceptable in most states as long as they are legible and signed. Avoid using pencil; use pen so the document cannot be altered after signing.

Where to get a bill of sale form

Your state DMV website usually offers a free bill of sale form as a PDF read. Search "[your state] DMV bill of sale" and look for a link on the official DMV site. The form will be specific to your state and will include all fields the DMV requires. read it, print it, and have both the buyer and seller complete it before the sale is final.

If you are buying from a private seller, ask them to provide the bill of sale or to fill one out with you. If you are buying from a dealership, the dealership will usually provide the bill of sale as part of the paperwork package. Do not leave the lot without a signed copy in your possession.

If you do not have access to the state form, you can create a straightforward bill of sale yourself using a word processor. Include the heading "Bill of Sale," the date, the vehicle information, the sale price, and signature lines for both parties. As long as the document is clear and signed by both parties, most DMVs will accept it.

When the DMV asks for a bill of sale

The DMV typically asks for a bill of sale when you register a vehicle for the first time in your name, when you transfer ownership from one person to another, or when you register a vehicle you purchased from a private party. If you buy from a dealership, the dealership paperwork may serve as proof of sale, but you should still have a bill of sale as backup.

Some states require the bill of sale to be notarized, meaning a notary public must witness the signatures and stamp the document. Check your state DMV website to see whether notarization is required. If it is, both the buyer and seller must go to a notary together, or the seller must have the document notarized before handing it to you.

If you are registering a vehicle you inherited, received as a gift, or obtained through a trade-in, the bill of sale may not explore. In those cases, the DMV will ask for different documents — a death certificate for inheritance, a gift letter for a gift, or the dealership paperwork for a trade-in. Contact your state DMV to confirm what documents you need for your specific situation.

What happens if you do not have a bill of sale

If you cannot find the bill of sale or the seller refuses to provide one, you can still register the vehicle in most states, but the process will be slower and more complicated. The DMV may ask you to sign an affidavit — a sworn statement — saying that you purchased the vehicle and describing the transaction. Some states allow this as a substitute for a bill of sale.

Without a bill of sale, you have no written proof of the sale price, the condition of the vehicle at the time of purchase, or the date of the transaction. This can create problems if the seller later claims the vehicle was stolen, if a lien holder appears on the title, or if the vehicle has undisclosed damage. You may also face delays while the DMV investigates the ownership history.

If you are in this situation, contact your state DMV before you go in person. Ask what documents they will accept in place of a bill of sale and whether you need to bring the seller with you. Some states allow a bill of sale to be completed at the DMV office itself, with both parties present.

Bill of sale and vehicle title — how they work together

The bill of sale and the title are two separate documents that serve different purposes. The title is the legal ownership certificate issued by the state DMV; it shows who owns the vehicle and whether there are any liens against it. The bill of sale is the transaction record that proves the sale took place and documents the terms of the sale.

When you buy a vehicle, the seller will give you the title (or a copy of it if it is held by a lender). You will also create or receive a bill of sale. When you go to the DMV to register the vehicle in your name, you will submit both documents. The DMV will use the title to transfer ownership and will keep the bill of sale as a record of the transaction.

If the title is held by a lender (because the vehicle is financed), the lender will release the title to you once the loan is paid off. Until then, you will have the bill of sale and proof of the loan, but the title will remain in the lender's name. The bill of sale still protects you by documenting that you own the vehicle, even though the title has not yet been transferred.

Common mistakes when completing a bill of sale

The most common mistake is leaving fields blank or writing information incorrectly. The VIN must match exactly — even one wrong digit can cause the DMV to reject the document. The sale price must be filled in; leaving it blank or writing "as agreed" instead of a number can raise questions. Both the buyer and seller must sign in ink, and both signatures must be dated.

Another mistake is using a bill of sale from the wrong state. If you move to a new state and register a vehicle there, use the bill of sale form from that state, not the state where you bought the vehicle. State forms are designed to meet each state's specific DMV requirements.

Do not alter a bill of sale after it has been signed. If you make a mistake, start over with a new form. Crossed-out sections or handwritten corrections can make the DMV suspicious and may cause delays. Keep the original signed bill of sale and make copies for your records and for the DMV.

Frequently Asked Questions

Do I need a bill of sale if I buy from a dealership?

Dealerships provide their own sales paperwork that serves as proof of purchase. However, having a separate bill of sale is still a good idea for your records. Some states require it; others do not. Check your state DMV website to confirm whether a dealership receipt is sufficient or whether you need a formal bill of sale.

Can I write a bill of sale on a piece of paper?

Yes. A bill of sale does not have to be on an official form. You can write one on plain paper as long as it includes the vehicle details, sale price, date, and signatures of both parties in pen. Using your state's official form is safer because it is may provide to meet DMV requirements, but a handwritten bill of sale is legally valid in most states.

What if the seller and I disagree on the sale price?

The bill of sale must show the actual price paid. If you and the seller disagree, you should not sign the document until you reach agreement. The price on the bill of sale is what the DMV will use to calculate taxes and fees, so it must be accurate. If you later discover the seller misrepresented the price, the signed bill of sale is your proof of what was agreed to.

Does a bill of sale need to be notarized?

Notarization is required in some states and not in others. Check your state DMV website to see whether notarization is mandatory. If it is required, both the buyer and seller must sign the document in front of a notary public, who will then stamp and sign it. Notarization adds a small fee but provides extra legal protection.

What if I lose the bill of sale after I register the vehicle?

The DMV keeps a copy on file, so you can request a duplicate from your state DMV if you need it later. Contact the DMV and ask for a copy of the bill of sale from your registration records. There may be a small fee for this service. Keep your original in a safe place along with your title and registration documents.