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Vehicle bill of sale
A vehicle bill of sale is the document that records the sale of a car, truck, motorcycle, or trailer from one person to another. It proves who sold the vehicle, who bought it, what was paid, and when the deal happened. This guide explains what to put in a vehicle bill of sale, walks through filling one out step by step, and gives you a free template you can complete in your browser and download.
This article is general information, not legal advice. Rules for selling a vehicle vary by state and province, so check your local motor vehicle office for the exact forms and steps that apply to you.
What a vehicle bill of sale is
A vehicle bill of sale is a short written record of a private vehicle sale. It names the seller and the buyer, describes the vehicle, states the price, and is signed and dated by both people. Once signed, it shows that ownership passed from the seller to the buyer on a specific date for a specific amount.
The document protects both sides. For the seller, it is proof that they no longer own the vehicle, which matters if the car later gets a parking ticket or is involved in an incident before the buyer registers it. For the buyer, it is proof of what they paid and when they bought it, which is often required to register the vehicle and transfer the title.
When you need a vehicle bill of sale
You need a bill of sale any time a vehicle changes hands in a private sale. Dealerships handle their own paperwork, but a person-to-person sale usually has no built-in record unless you create one. Common situations include:
- Selling a used car or truck to another person.
- Buying a vehicle from a private seller rather than a dealer.
- Gifting a vehicle to a family member, where a bill of sale can still record the transfer.
- Selling a motorcycle, boat trailer, RV, or off-road vehicle.
Many states and provinces require a bill of sale to register a used vehicle or to calculate tax owed on the purchase. Even where it is not strictly required, having one is a good idea because it settles questions about price and ownership later.
What to include in a vehicle bill of sale
A complete vehicle bill of sale answers a short list of questions: who, what, how much, and when. Include each of these:
- Seller details. Full legal name and address of the person selling the vehicle.
- Buyer details. Full legal name and address of the person buying it.
- Vehicle description. Year, make, model, body style, and color.
- Vehicle identification number (VIN). The unique 17-character code found on the dashboard, door frame, or registration.
- Odometer reading. The current mileage on the day of sale.
- Sale price. The amount paid, written in numbers. If the vehicle is a gift, state that instead.
- Date of sale. The day ownership changes hands.
- As-is statement. A line noting the vehicle is sold as-is with no warranty, if that is the agreement.
- Signatures. Both the seller and the buyer sign and date the document.
Some jurisdictions ask for extra details, such as the license plate number or a space for a notary. Check your local motor vehicle office so you do not miss a required field.
Free vehicle bill of sale template
Copy the template below as a starting point, or open it in the fill tool and type your details directly onto the page. Every blank line is a field you complete.
VEHICLE BILL OF SALE Date of sale: ____________________ SELLER Name: _______________________________________ Address: ____________________________________ BUYER Name: _______________________________________ Address: ____________________________________ VEHICLE Year: ________ Make: ____________ Model: ____________ Body style: ____________ Color: ____________ VIN: ________________________________________ Odometer reading: ____________ miles / km License plate (if required): ____________ SALE Sale price: $ ____________ [ ] This vehicle is sold as-is, with no warranty of any kind. [ ] This vehicle is a gift (no money exchanged). The seller confirms they are the legal owner and that the vehicle is free of any loan or lien except as noted here: ____________________ SIGNATURES Seller: ____________________ Date: ____________ Print name: ________________ Buyer: _____________________ Date: ____________ Print name: ________________
How to fill out a vehicle bill of sale step by step
- Open the template in the fill tool. Load it into the fill a PDF tool, or start from a ready-made form in the templates library so the labels are already in place.
- Enter the date of sale. Write the full date the vehicle changes hands, such as August 13, 2026, so there is no confusion.
- Add the seller and buyer details. Type the full legal names and addresses of both people. Use legal names as they appear on identification, not nicknames.
- Describe the vehicle. Fill in the year, make, model, body style, and color, then copy the VIN exactly from the registration or the dashboard plate. A single wrong digit in the VIN can hold up registration.
- Record the odometer reading. Write down the mileage on the day of sale. Many places require this for used vehicles.
- State the price. Write the sale amount in numbers. If the vehicle is a gift, tick the gift box instead so the tax office understands no money changed hands.
- Mark the as-is line. If the vehicle is sold with no warranty, tick the as-is box so the buyer understands the condition.
- Sign and date. Both the seller and the buyer sign and date. You can draw, type, or upload a signature with the sign a PDF tool.
- Download a clean copy for each side. Click download and give a copy to both the seller and the buyer. Your entries are flattened into the page so they cannot be easily changed.
Sell more than one vehicle? Save your version. Create a free account to store a filled bill of sale, then change only the buyer, the vehicle, and the price next time. Fill your bill of sale now and download a clean copy for both sides.
Do you need to notarize a vehicle bill of sale?
It depends on where you live. Some states require a vehicle bill of sale, or the title transfer that goes with it, to be notarized. Others accept a plain signed document. A notary confirms that the people signing are who they say they are, which adds a layer of proof. Before you finish the sale, check whether your motor vehicle office requires notarization, and if so, both parties should sign in front of the notary rather than beforehand.
Bill of sale, title, and registration are not the same
These three documents work together but do different jobs. The bill of sale records that a sale happened and on what terms. The title is the official proof of ownership, and the seller usually signs it over to the buyer. Registration is what the buyer does at the motor vehicle office to put the vehicle in their own name and get plates. A bill of sale on its own does not transfer the title, so the buyer still needs to complete the title transfer and register the vehicle to be the full legal owner.
Tips for a bill of sale that holds up
A few habits make the document far stronger. Fill it out in ink or type it, never pencil. Make two copies so the seller and the buyer each keep one. Match the VIN and odometer to the actual vehicle, not just the paperwork, since a mismatch can cause problems at registration. If any money is still owed on the vehicle through a loan or lien, deal with that before the sale, because the buyer cannot get a clean title while a lender has a claim on the car.
Write the price honestly. Some buyers ask a seller to record a lower price to reduce tax, but understating the sale price can create trouble for both people and is treated as fraud in many places. Record the real amount.
Selling a vehicle in the US vs Canada
The core document is the same, but the details differ. In the United States, requirements vary by state, and some states publish their own official bill of sale form that you should use instead of a generic one. Odometer disclosure is commonly required, and some states want the document notarized. In Canada, requirements vary by province. Some provinces, such as Ontario, sell a used vehicle information package that the seller must provide to the buyer, and the bill of sale is part of the paperwork used to register and pay tax. Always confirm the exact steps with your provincial or state motor vehicle office before you finalize the sale.
How to store and share your bill of sale
A signed bill of sale only helps if you can find it. Save the finished PDF somewhere you can search later, named with the buyer's name and the sale date. Send the other party the same file so there is one shared version rather than two. Keep it with the vehicle's other records, such as the title transfer receipt and any service history, so the full story of the sale lives in one place. If you buy and sell vehicles regularly, a saved base version means you fill in only the parts that change each time.
When you are ready, open the fill tool, complete the bill of sale, and download a clean PDF you can sign and hand over today. Everything runs in your browser, so the details of your sale stay on your own device rather than being uploaded to a server.
Frequently asked questions
Is a vehicle bill of sale legally required?
It depends on where you live. Many states and provinces require a bill of sale to register a used vehicle or to calculate tax on the purchase, while others make it optional. Even where it is not required, having one is a good idea because it proves the price, the date, and who owned the vehicle. This is general information, not legal advice, so check your local motor vehicle office.
Does a vehicle bill of sale need to be notarized?
Some states require a vehicle bill of sale or the related title transfer to be notarized, and others do not. If notarization is required where you live, both the seller and the buyer should sign in front of the notary. Check with your motor vehicle office before you finish the sale.
What information do I need for a vehicle bill of sale?
You need the seller and buyer names and addresses, the vehicle year, make, model, and color, the VIN, the odometer reading, the sale price, the date of sale, and signatures from both parties. Some places also ask for the license plate number or a notary section.
Does a bill of sale transfer ownership of a car?
Not by itself. A bill of sale records that a sale happened, but the title is the official proof of ownership. The seller usually signs the title over to the buyer, and the buyer then registers the vehicle at the motor vehicle office to become the full legal owner.
Can I write a bill of sale for a gifted vehicle?
Yes. You can use a bill of sale to record a vehicle given as a gift by noting that no money changed hands instead of a sale price. This helps the tax office understand the transfer. Check your local rules, since gifting a vehicle may have its own forms.
Can I fill out a vehicle bill of sale online?
Yes. Open a bill of sale template in the fill a PDF tool, type your details onto the page, add signatures, and download a clean copy for both the seller and the buyer. The file is processed in your browser, so your sale details stay on your device.