Bill of sale template
Record the sale of a car, boat, or other item.
A bill of sale template records a private sale: who sold what to whom, for how much, and on what date. This general version works for equipment, furniture, boats, trailers and other goods. For cars and trucks, use the vehicle bill of sale, which has the fields registries ask for.
Opens a fillable version in your browser. Free, no account, nothing uploaded.
Fields in this form
- Date of sale
- Seller name and address
- Buyer name and address
- Item description
- VIN / serial number
- Sale amount
- Sold as-is
- Seller signature
- Buyer signature
About the bill of sale
A bill of sale records the transfer of an item from a seller to a buyer. It is common for used cars, boats, trailers, and other higher-value items.
This fillable template captures the item, the price, the parties, and the date, then produces a clean PDF both sides can keep.
When you need it
- Selling or buying a used vehicle privately.
- Transferring ownership of equipment or a boat.
- You need proof of a private sale for registration.
Where it stands legally
A bill of sale is proof that ownership changed hands and on what terms. In Canada and the US no special form is required for most goods; a dated, signed document with the parties, the item and the price is enough. Some things do need more: vehicles (a registry transfer), boats above a certain size (licensing or registration with Transport Canada or the US Coast Guard), and trailers (provincial or state registration).
Private sales between individuals are generally as-is unless the seller promises something in writing. Consumer protection law protects buyers from businesses, not from other private sellers, so the description and the as-is box carry real weight.
A bill of sale does not clear a lien. In Canada, check the provincial personal property registry (PPSA search) for equipment, boats and trailers before you pay; in the US, check the state UCC filings. If money is still owed on the item, the lender's claim can follow it to the buyer.
For sales tax, many provinces and states collect tax on private sales of certain goods (vehicles especially) at the time of registration, based on the price on the bill of sale or a book value. Understating the price is fraud.
General information, not legal advice. Rules differ by province, state and city, and they change. Confirm the current rule where the document will be used.
What each field means and how to fill it
| Field | What it means | How to fill it |
|---|---|---|
| Date of sale | When ownership and risk pass. | The day payment is made and the item handed over. |
| Seller name and address | The current owner. | Full name and address. If the item is co-owned, both owners sign. |
| Buyer name and address | The new owner. | Full name and address as they will register it. |
| Item description | What is being sold, clearly enough to identify it. | Make, model, colour, size, year, condition, and included accessories. For a boat, include hull ID and whether the trailer and motor are included. |
| VIN / serial number | The unique identifier. | Copy it from the item, not from an ad. Photograph the plate. |
| Sale amount | The price paid. | Write the real price in dollars and cents and how it was paid. Note any deposit already received. |
| Sold as-is | No warranty from the seller. | Tick it if the buyer accepts the item in its current condition. If the seller promised anything, write it in the description instead. |
| Signatures | Both confirm the sale. | Both sign and date. Each keeps a copy. |
How to fill this out
- 1Enter the date of sale and both parties with full names and addresses.
- 2Describe the item so anyone could identify it, and copy the serial or VIN from the item itself.
- 3Enter the true price and how it was paid.
- 4Tick as-is if no warranty is given, or write any promise into the description.
- 5Both sign, download the PDF, and keep a copy each.
Common mistakes to avoid
- A description so short that it could match any similar item.
- Copying a serial number from the listing instead of the item.
- Writing a lower price than paid to reduce tax at registration.
- Not searching for liens before paying for equipment, a boat or a trailer.
- Only one copy signed, and the seller keeps nothing.
- Using this general form for a car or truck, when the registry wants the vehicle-specific fields.
What makes it hold up, and when you need a lawyer
Usually fine with this template
- Private sales of used equipment, furniture, tools, electronics, bikes, boats, motors and trailers.
- Proof of purchase for insurance, registration or a later resale.
- Gifts of valuable items, with the price shown as a gift.
Use the official form or get advice
- Cars, trucks and motorcycles: use the vehicle bill of sale and your registry's transfer process.
- Business asset sales, where a full asset purchase agreement covers liabilities, employees and tax.
- Livestock, firearms, aircraft and other items with their own licensing rules.
- Anything with an outstanding loan or lease on it.
Worked example (illustrative)
Made-up names and figures to show what a completed bill of sale looks like. Not a real transaction.
| Bill of sale, illustrative | |
|---|---|
| Date of sale | October 4, 2026 |
| Seller | Grace Lin, 5 Example Crescent |
| Buyer | Tom Reyes, 41 Example Drive |
| Item | 2019 aluminum fishing boat, 14 ft, green, hull ID ABC12345D919, with 9.9 hp outboard motor and single-axle trailer; two life jackets included |
| Serial | Motor serial 0R123456; trailer VIN 2TR000000X0000001 |
| Sale amount | $4,250.00 paid by bank draft |
| Sold as-is | Yes |
Related official forms, tools and guides
- How to write a bill of sale
- Bill of sale template guide
- Vehicle bill of sale template: for cars, trucks and motorcycles
- Promissory note template: if the buyer pays over time
- Contract template
Frequently asked questions
Is a bill of sale legally binding?
Once both parties sign, it is a record of the transaction and evidence of the price and terms. For most goods no special form is required. For high-value or complex sales, get advice. This template is a convenience, not legal advice.
Do both parties need a copy?
Yes. The buyer and the seller should each keep a signed copy.
What does as-is mean?
The item is sold in its current condition with no warranty. Tick the box if that applies, and write any promise the seller does make into the description.
Does a bill of sale need to be notarized?
Not for most goods in Canada or the US. Some registries ask for a witness or specific form for vehicles, boats or trailers; check yours.
Can I use this for a car?
Use the vehicle bill of sale instead. It has the year, make, model, VIN and odometer fields that registries expect.