7 min read
Bill of sale template
A bill of sale is written proof that an item changed hands, for how much, and on what date. This guide gives you a general bill of sale template and a vehicle version, shows you how to fill each one out, and lets you download a clean PDF for free.
What a bill of sale is for
A bill of sale records a completed sale between two people. It proves that a specific item was sold, who sold it, who bought it, the price, and the date. That record protects both sides. The buyer has proof of ownership, which matters when registering a vehicle or settling a later dispute. The seller has proof they no longer own the item, which shields them from claims tied to it after the sale. For anything worth real money, a signed bill of sale is worth the two minutes it takes to fill out.
A complete bill of sale answers a short list of questions:
- Who is selling and who is buying, with full names and addresses.
- What is being sold, described clearly, with a serial or ID number if it has one.
- How much it sold for, in numbers and words.
- How it was paid and whether the amount is paid in full.
- The condition, usually sold "as-is" unless a warranty is written in.
- The date and both signatures.
This is a general template, not legal advice. Some regions have their own required form for vehicle sales, so check your local rules before you register. For a deeper walkthrough, see our guide on how to write a bill of sale.
General bill of sale template
Use this version for most items, such as furniture, electronics, equipment, or a boat. Copy it, or open it in the fill tool and type your details onto the page.
BILL OF SALE Date of sale: ____________________ SELLER Name: ______________________________ Address: ___________________________ Phone / email: _____________________ BUYER Name: ______________________________ Address: ___________________________ Phone / email: _____________________ ITEM SOLD Description: _______________________________________________ Condition: [ ] New [ ] Used [ ] As-is Serial or ID number (if any): ______________________________ SALE PRICE Amount: $ ______________ (____________________________ dollars) Payment method: [ ] Cash [ ] Cheque [ ] Transfer [ ] Other ______ [ ] Paid in full [ ] Balance owing: $ ____________ AS-IS STATEMENT The item is sold "as-is" with no warranty unless stated in writing here: ____________________________________________________________ SIGNATURES Seller: ____________________ Date: ____________ Buyer: ____________________ Date: ____________
Vehicle bill of sale template
Use this version for a car, truck, motorcycle, or trailer. It adds the fields a buyer needs to register the vehicle, such as the VIN and the odometer reading.
VEHICLE BILL OF SALE Date of sale: ____________________ SELLER: [name] ____________________ Address: ____________________ BUYER: [name] ____________________ Address: ____________________ VEHICLE DETAILS Make: ____________ Model: ____________ Year: ________ Body type / color: ____________________ VIN (vehicle identification number): _______________________ Licence plate: ____________ Odometer reading: __________ [ ] km [ ] mi SALE PRICE Amount: $ ______________ (____________________________ dollars) Payment method: [ ] Cash [ ] Cheque [ ] Transfer [ ] Other ______ [ ] Paid in full [ ] Balance owing: $ ____________ CONDITION The vehicle is sold "as-is" with no warranty unless written here: ____________________________________________________________ SIGNATURES Seller: ____________________ Date: ____________ Buyer: ____________________ Date: ____________
How to fill out a bill of sale
- Open the template in the fill tool. Copy the version you need, or load the ready-made forms into the fill a PDF tool so the labels are already in place.
- Enter the date and both parties. Add the date of sale, then the full name and address of the seller and the buyer.
- Describe the item. Write a clear description. For a vehicle, add the make, model, year, VIN, and odometer reading. For other goods, add a serial number if there is one.
- Enter the price. Write the amount in numbers and in words, so it cannot be misread.
- Record the payment. Note the method and mark whether it is paid in full or a balance remains. This matters most for cash, which leaves no bank trail.
- State the condition. Mark the item as sold "as-is," or write in any warranty both sides agreed to.
- Sign, date, and download. Both parties sign with the sign a PDF tool. Download a clean PDF and give a copy to each side.
Sell often? Save your template. Create a free account to store your filled bill of sale, then change only the item, price, and buyer next time. Fill a bill of sale now and keep a copy of every sale in one place.
Why the "as-is" line matters
Most private sales are final, and the "as-is" line makes that clear. It states that the buyer accepts the item in its current condition, with no promise that it will keep working. Without it, a buyer could later claim the seller guaranteed something they did not. If you do agree to a warranty, such as "engine covered for 30 days," write it into the document so both sides have the same understanding. Vague spoken promises cause most after-sale disputes, and a written line settles them.
General versus vehicle bill of sale
The two versions share the same backbone, and the difference is in the item section. A general bill of sale needs only a clear description and, where one exists, a serial number, which is enough for furniture, tools, electronics, a bike, or a boat. A vehicle bill of sale adds the fields tied to registration and title: the make, model, year, the VIN, the licence plate, and the odometer reading at the time of sale. Those extra fields matter because a buyer usually cannot register a car or transfer the title without them, and the odometer reading protects both sides if a question about mileage comes up later. If you are selling a vehicle, use the vehicle version even for a low-value car, because the registration office will expect that information.
What to do after the sale
Fill out and sign two copies, or download one PDF and send it to both parties, so the buyer and the seller each keep an identical signed record. The buyer should hold onto their copy for registration, insurance, and proof of ownership. The seller should keep theirs as evidence they no longer own the item, which matters if the buyer later gets a ticket, a fine, or a bill tied to it. For a vehicle, both sides may also need to notify the registration or licensing office that the sale happened, so check what your area requires. Storing the bill of sale with the title and any receipts keeps the full history of the item in one place.
Tips for a clean bill of sale
- Write the price in words too. "$4,500 (four thousand five hundred dollars)" removes any doubt.
- Include ID numbers. A VIN or serial number ties the document to the exact item.
- Record the odometer. For vehicles, the reading at sale can matter for registration and for the buyer's records.
- Give both sides a copy. Each party should hold a signed copy, so neither depends on the other's records.
- Keep it with related papers. Store it with the title, receipts, or warranty so the full history is together.
When cash changes hands
Cash sales need the most care, because there is no bank record backing them up. When someone pays in cash, the bill of sale is often the only proof the sale ever happened. Be precise: write the exact amount in both numbers and words, mark it as paid in full, and make sure both parties sign and date the document at the time of the sale. Hand the buyer their copy on the spot and keep yours. Doing this every time removes the uncomfortable situation where one side remembers the payment and the other has no record of it, which is exactly the kind of dispute a bill of sale exists to prevent.
Do you need a witness or notary?
For most everyday sales, a signed bill of sale between the buyer and the seller is enough, and no witness or notary is required. Some regions or higher-value transactions call for a witness signature, and a few situations, such as certain vehicle transfers, may ask for notarization. Because the rule depends on where you are and what you are selling, check your local requirements before you finalize a large sale. When in doubt, adding a witness line and having a neutral third person sign costs nothing and makes the document harder to challenge later.
When your bill of sale is ready, open the fill tool, type in the details, and download a clean PDF for both the buyer and the seller. Everything runs in your browser, so the sale details stay private on your own device.
Frequently asked questions
Is this bill of sale template free?
Yes. Copy the template, fill it out in your browser, and download a clean PDF with no account, no watermark, and no cost.
Do I need a bill of sale for a private car sale?
In most places, yes, and many regions require one to register the vehicle. Check your local rules, since some areas have their own required form.
What does selling an item as-is mean?
It means the buyer accepts the item in its current condition with no warranty. The as-is line protects the seller from later claims unless a warranty is written in.
What is the difference between the general and vehicle templates?
The vehicle version adds fields a buyer needs to register, such as the VIN and the odometer reading. The general version fits furniture, electronics, equipment, and other goods.
Should both the buyer and seller sign?
Yes. Both parties should sign and date the bill of sale, and each should keep a copy so neither relies on the other's records.
Can I reuse the template for future sales?
Yes. Create a free account to save your filled bill of sale, then change only the item, price, and buyer for each new sale.