Vehicle bill of sale template
Record the private sale of a car, truck, or motorcycle.
This vehicle bill of sale template records the private sale of a car, truck or motorcycle with the details a registry expects: year, make, model, VIN, odometer and price. In Ontario it is one of three documents the seller must hand over, so read the legal section before the handover.
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
- Vehicle make and model
- Year
- VIN
- Odometer reading
- Sale amount
- Sold as-is
- Seller signature
- Buyer signature
About the vehicle bill of sale
A vehicle bill of sale records the transfer of a car, truck, or motorcycle from a seller to a buyer. It captures the vehicle details, the price, and both parties.
This fillable template produces a clean PDF both sides can keep, which is often needed for registration after a private sale.
When you need it
- Selling or buying a used vehicle privately.
- You need proof of a sale to register the vehicle.
- Both sides want a record of the deal and the price.
Where it stands legally
Ontario: when you sell a vehicle privately you must give the buyer a Used Vehicle Information Package (UVIP), which the seller is legally required under the Highway Traffic Act to provide; a signed bill of sale with the seller's name, the buyer's name and address, the date and the purchase price; and the completed and signed Application for Transfer on the back of the ownership permit. A safety standards certificate is needed if required for the buyer to put plates on it. The buyer must register as the new owner within 6 days of the purchase at a ServiceOntario centre.
Other provinces and US states each have their own transfer paperwork: some use a bill of sale section printed on the registration document, some require a notarized bill of sale or an odometer disclosure statement, and most collect sales tax on the price at registration. Check the registry where the buyer will register the vehicle.
Private sales are generally as-is. A safety certificate says the vehicle met the standard on the day it was inspected; it is not a warranty. If the seller promises anything about condition, write it on the bill of sale.
A bill of sale does not clear a loan on the vehicle. Search the provincial personal property registry (or state lien records) with the VIN before paying.
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 of payment and handover. In Ontario the buyer's 6-day registration clock starts here. |
| Seller name and address | The registered owner. | Exactly as on the ownership permit. All registered owners sign. |
| Buyer name and address | The person registering it. | As on the buyer's driver's licence. |
| Vehicle make and model | What the vehicle is. | Copy from the ownership permit. |
| Year | Model year. | From the permit or the door jamb label. |
| VIN | The 17-character vehicle identification number. | Copy it from the dashboard or door label and compare with the permit. One wrong character can stall the transfer. |
| Odometer reading | Distance shown at sale. | Read it at handover and note km or miles. Some jurisdictions require a written odometer statement. |
| Sale amount | The true price. | Dollars and cents, plus payment method. Registries may compare it with a book value for tax. |
| Sold as-is | No warranty. | Tick if the buyer accepts the vehicle in its current condition. A safety certificate does not change this. |
| 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 exactly as their names appear on the permit and licence.
- 2Copy the year, make, model and VIN from the vehicle and the ownership permit, and check they match.
- 3Record the odometer reading at handover, the price and how it was paid.
- 4Tick as-is unless the seller gives a written promise about condition.
- 5Both sign, download the PDF, and keep copies. In Ontario, hand over the UVIP and the signed transfer portion of the permit with it.
Common mistakes to avoid
- A VIN with a transposed character, which the registry rejects.
- In Ontario, selling without a UVIP. The seller is required to provide it.
- Understating the price to reduce tax, which is fraud and can void the deal.
- The buyer waiting past the registration deadline (6 days in Ontario).
- Not checking for a lien before paying.
- The seller forgetting to keep the plates in provinces where plates stay with the seller, and to cancel insurance after the transfer.
What makes it hold up, and when you need a lawyer
Usually fine with this template
- Private sales of cars, trucks, motorcycles, scooters and ATVs between individuals.
- Family transfers where a bill of sale is still needed for registration or tax exemption paperwork.
- Trade-in or part-exchange records between private parties.
Use the official form or get advice
- A vehicle with a loan or lease still on it.
- Out-of-province or cross-border sales, where import, inspection and tax rules apply.
- Salvage, rebuilt or branded-title vehicles, which have extra disclosure rules.
- Sales by a dealer, which are governed by consumer protection law and different paperwork.
Worked example (illustrative)
Made-up names and figures to show what a completed vehicle bill of sale looks like. Not a real transaction.
| Vehicle bill of sale, illustrative | |
|---|---|
| Date of sale | October 4, 2026 |
| Seller | Karim Nasser, 9 Example Court |
| Buyer | Emily Fraser, 220 Example Boulevard |
| Vehicle | 2017 Honda Civic LX, 4-door sedan, grey |
| VIN | 2HGFC2F50HH000000 |
| Odometer | 118,420 km |
| Sale amount | $11,500.00 by certified cheque |
| Sold as-is | Yes. Safety standards certificate dated September 28, 2026 provided. |
In Ontario the seller would also hand over the UVIP and the signed Application for Transfer from the back of the permit, and the buyer would register within 6 days.
Related official forms, tools and guides
- Vehicle bill of sale guide
- How to write a bill of sale
- Bill of sale template: for boats, trailers, equipment and other goods
- Promissory note template: if the buyer pays in instalments
- Power of attorney form: when someone sells on the owner's behalf
Frequently asked questions
Do I need a bill of sale to register a used vehicle?
In Ontario, yes: the seller must give the buyer a signed bill of sale with the seller's name, the buyer's name and address, the date and the price, along with the UVIP and the signed transfer portion of the permit. Other provinces and states have their own requirements, so check the registry.
How long does the buyer have to register the vehicle?
In Ontario, within 6 days of the purchase. Elsewhere the deadline varies; check your registry.
What is a UVIP?
The Used Vehicle Information Package is an Ontario document with the vehicle's registration history, lien information and the retail sales tax details. The seller is required to provide it to the buyer in a private sale.
Should I record the odometer reading?
Yes. Note the reading at handover and whether it is in kilometres or miles. Some jurisdictions require a separate odometer statement.
What does sold as-is mean?
The vehicle is sold in its current condition with no warranty. Tick the box if that applies. A safety certificate is not a warranty.
Does the bill of sale need to be notarized?
Not in Ontario. A few US states require a notarized bill of sale or an odometer disclosure form; check the registry where the vehicle will be registered.
Sources checked
- Government of Ontario, Buy or sell a used vehicle in Ontario (UVIP required; bill of sale contents; signed transfer; register within 6 days)
Checked 2026-09-19. This page is general information and not legal, tax or financial advice.