Fillable Form Vehicle Bill of Sale

What is the Vehicle Bill of Sale?

A vehicle bill of sale is a document used to record the details of a transaction between a buyer and a seller. It serves as a receipt for the buyer and proof of ownership for the seller. The bill of sale should contain all relevant information about the vehicle being sold, the buyer, the seller, and oftentimes also the terms of the sale, such as the purchase price, payment details, warranty information, and odometer reading. In some states, the bill of sale must also be notarized.

It is important to have two copies of the bill of sale, one for the buyer and one for the seller. The buyer should keep the bill of sale for their records, and the seller should keep it for proof of transfer of ownership. 

Depending on the state, the bill of sale may also be used as a way to transfer ownership of the motor vehicle to the new owner, forgoing the use of a Title Transfer Form from the Department of Motor Vehicles (DMV). 

How do I fill out the Vehicle Bill of Sale?

You can find a fillable template of a Vehicle Bill of Sale here.

Seller’s Information

Enter the seller’s address of residence and full name.

Buyer’s Information

Enter the buyer’s full name and residential address.

Vehicle Type

Enter the body type of the vehicle being sold.

Make

Enter the vehicle’s make.

Model/Series

Enter the model or series that the vehicle is of.

Year

Enter the year of the vehicle.

Color

Enter the color of the vehicle.

VIN

Enter the vehicle’s identification number (VIN)

Body Style

Enter the vehicle’s body style.

Odometer Reading

Enter the odometer reading of the vehicle. 

Bill of Sale Terms

This section outlines the terms and expectations tied to the sale of the vehicle.

State

Enter the state whose laws this Bill of Sale is governed by.

Date of Execution

Enter the date that this Bill of Sale will take effect.

Seller’s Name and SIgnature

Have the seller enter their name and sign the form in the space provided.

Buyer’s Name and Signature

Have the buyer enter their name and sign the form in the space provided.

Odometer Disclosure Statement

Name and Address of Seller

Enter the Seller’s residential address and full name.

Vehicle Type

Enter the type of the vehicle being sold.

Make

Enter the vehicle’s make.

Model/Series

Enter the model or series that the vehicle is of.

Year

Enter the year of the vehicle.

Body Style

Enter the vehicle’s body style.

VIN

Enter the vehicle’s identification number (VIN)

Odometer Reading

Enter the odometer reading of the vehicle. 

Seller’s Name and SIgnature

Have the seller enter their name and sign the form in the space provided.

Buyer’s Name and Signature

Have the buyer enter their name and sign the form in the space provided.

Notary

State and County

Enter the state and county that the notary operates from.

Date

Enter the date that the seller and/or buyer appeared before the notary to have this document notarized.

Name of Notary Public Officer

Enter the name of the notary.

Persons Appearing

Enter the names of each person that appeared before the notary.

State

Enter the state under whose laws this document is being notarized and certified.

Notary Signature/Seal

Have the notary sign the form, and enter their stamp and name in the space provided. If necessary, have them enter the date that their commission expires as well.

Frequently Asked Questions (FAQs)

What is the difference between a Vehicle Bill of Sale and a Vehicle Title?

A bill of sale certifies a transfer of ownership between two parties, while a title certifies the buyer's legal ownership. Depending on the state, a Vehicle Bill of Sale may be all a person needs to transfer ownership - the title - of a vehicle to another. 

What is Notarization?

Notarization is a legal process that involves a Notary witnessing the signing of a document in order to ensure its authenticity and to prevent coercion or fraud. 

How do I get a Vehicle Bill of Sale notarized?

Contact your local notary public or directly contact a notary, and set an appointment. This will often require that you and the other party both provide a valid ID to certify your identity. After the document has been signed in the presence of the notary, the notary should then affix their stamp on the document to signify that it has been notarized.

What do I do if I lose my copy of the Vehicle Bill of Sale?

You may ask the buyer/seller for a copy of the bill of sale, or print another copy out if you have access to a digital copy of the document. It is important to keep backup copies (digital or physical) of the document, as it can be used for many different purposes beyond certifying ownership and sale.

What other uses does the Vehicle Bill of Sale have?

The Vehicle Bill of Sale can be used for legal purposes, such as when particular transactions are called for investigation or to record a transfer of ownership from one person to another, or for the purpose of filling out information on one’s tax return. 

Is a Vehicle Bill of Sale considered legally binding?

Yes. For as long as both parties sign the form, and especially if the form is notarized, all of the terms and conditions, as well as the price set for the vehicle, must be followed unless both parties agree to renegotiate and draft a new agreement. Any false statement or failure to adhere to the terms of the Sale form will be met with consequences appropriate or corresponding to what is indicated in the document.

When do I need to have filed a Vehicle Bill of Sale?

Whenever a transaction is agreed upon, it is generally the seller’s responsibility to provide a Vehicle Bill of Sale (or several copies of one) for both buyer and seller to sign.

What if I am selling multiple vehicles?

You may include any additional vehicles’ information on a separate sheet of paper as necessary, or create another Vehicle Bill of Sale should the other vehicle be for a different transaction or require too much information to simply add on to another document.

What is a warranty?

A warranty is a written guarantee that the manufacturer of a product will repair or replace said product in the event that it is damaged or lost within a particular period of time.

Do Vehicle Bills of Sale come with a warranty?

Not always. In the case of a person buying a vehicle directly from the manufacturer or an affiliate of theirs, there will often be a warranty attached to the vehicle. However, when buying a vehicle from an individual or a car dealership, vehicles are not guaranteed to still have a warranty attached, especially if the vehicle is second-hand. Warranty details, if any, should be included as part of the information on the vehicle entered on the Vehicle Bill of Sale.

What if I am buying or selling the vehicle on behalf of another person that provided the funds? 

If you are acting as a representative of the buyer or seller, enter your name instead of theirs and sign the form in the relevant places. Make sure, however, to provide clear evidence that the buyer or seller has authorized you to manage the transaction in their stead. In some states, this may also require you to have the necessary licenses to sell vehicles or other products whenever relevant.

Is a Vehicle Bill of Sale required to register a vehicle?

A Vehicle Bill of Sale document is always required along with proof of ownership (which may be the bill of sale itself, depending on the state) to process a new vehicle registration. Vehicles that are exempt from emissions testing will require a Vehicle Identification Number verification.

What if there is no Vehicle Bill of Sale?

Not having a bill of sale will leave both buyer and seller vulnerable to a wide variety of issues, such as deciding who is liable for damages to or caused by the vehicle, or legal disputes on the vehicle’s ownership. If any record at all exists that can be used to help recreate the payment arrangement, it can be used in place of a proper bill of sale to provide proof of ownership. 

Do I still need a Vehicle Bill of Sale if I give a vehicle as a gift?

Yes. Simply note that the vehicle was given as a gift on the bill of sale and enter the amount paid for it as “0”.

What happens if the buyer or seller does not sign the Bill of Sale?

The transaction will either need to be renegotiated or canceled entirely.