What is on the bill of sale template
- Seller and buyer
- Full legal names and current addresses, as they appear on ID. For a vehicle, the names should match the title. Record the ID type and the last digits only; a full driver's licence number on a document that gets photocopied is an identity-theft risk.
- Identification numbers
- VIN for a vehicle (17 characters, on the dash and the door jamb), hull identification number for a boat (12 characters, on the transom), serial numbers for equipment and motors. Copy them from the item, not from an advert.
- Odometer reading
- Federal law requires a written odometer statement when a motor vehicle changes hands (vehicles 2011 and newer, under the 20-year rule). Write the miles, and say whether the reading is actual, exceeds mechanical limits, or is not actual.
- Liens
- A loan secured on the vehicle or boat stays with it until the lender releases it. State clearly that there are none, or how the lien will be cleared and when the lienholder release will be delivered.
- Price and payment
- Write the price in figures and in words, the method (cash, cashier's check, wire, app) and any deposit already paid. Some states charge sales tax on private vehicle sales based on this figure, so record the real price.
- As-is clause
- Private sales are normally made without warranty. The clause makes that explicit and records that the buyer inspected the item. If the seller promises something (a repair, a return window), write it in the notes; a written term beats a spoken one.
- Signatures
- Both parties sign and date. A witness or notary is optional in most states but required for vehicle bills of sale in a few (check your DMV); a notarized copy also helps if the title transfer is questioned later.
Which version to use
- Motor vehicle: cars, trucks, motorcycles, RVs, ATVs. Includes the odometer disclosure most states require with the title, and a title-number line.
- Boat: hull, motor(s) and trailer on separate lines because they are often registered and titled separately, and buyers need the serial numbers for each.
- General: everything else, with an itemised table. Also works for equipment sold with a small business, a horse or livestock (add registration or brand numbers to the serial column), or household contents.
Is a bill of sale legally required?
For a vehicle it depends on the state. Many states require a bill of sale to register a used vehicle bought privately, some require a notarized one, and a few provide their own form (which you must use, with this one as a backup record). Even where the signed title is enough, the DMV may ask for the sale price for tax, and the bill of sale is the proof. For boats, most states require one for registration if the previous registration is not in the seller's name or the price is not on the title. For general property no form is required, but a signed bill of sale is what a small-claims judge wants to see if a dispute follows.
Whatever the item, a bill of sale is valid when it identifies the parties, the property, the price, the date and bears the seller's signature. The buyer's signature and a witness make it stronger.
How to complete it
- Fill both parties' details from ID. Make two copies, or sign one and photograph it.
- Copy identification numbers from the item itself. Photograph the VIN plate, HIN or serial label.
- Record the odometer or hours and any defects you know about. Disclosing a fault in writing protects the seller.
- State liens: "None" or the lender and the plan to release.
- Write the price in figures and words, payment method and deposit. For cash, count it together.
- Both sign and date, ideally with a witness. Each party keeps a signed copy.
- Seller: remove plates if your state requires it, cancel insurance after transfer, and file the release of liability or notice of sale with the DMV. Buyer: transfer title and register within your state's deadline, usually 10 to 30 days.
Common mistakes
- Leaving the price blank or writing a lower price "for tax". Both can void the document or expose both parties to penalties.
- A VIN with a typo. One wrong character and the DMV rejects it. Check that it has 17 characters with no I, O or Q.
- Forgetting the odometer statement on a vehicle sale.
- Selling with an open loan and no plan to deliver the title; the buyer cannot register the car.
- No date of sale, which matters when a parking ticket or toll arrives a week later.
Editing the Word version
The Word files are plain tables, so you can add rows to the property table, add a clause (payment plan, return window, delivery terms) under the notes, or remove the witness line. Keep the as-is paragraph unless you intend to give a warranty. For a vehicle sold on a payment plan, use this form for the transfer and a separate promissory note for the debt. The receipt template covers the deposit if it is paid on a different day.
Questions
Does a bill of sale need to be notarized?
Only in some states, and mostly for motor vehicles (for example Louisiana, Maryland, Montana, Nebraska, New Hampshire and West Virginia have notarization requirements for some private vehicle sales). Everywhere else a signed and dated document is valid; a witness or notary makes it harder to dispute. Check your state DMV page before the sale.
Does a bill of sale transfer ownership of a car?
It records the sale, but the title is the ownership document. The seller signs the title over, and the buyer registers it. The bill of sale supports the title transfer and proves the price and date. Some states accept a bill of sale instead of a title for older or title-exempt vehicles.
What does "as is" mean?
The buyer takes the item in its current condition with no warranty from the seller, and cannot come back for repairs or a refund unless the seller misrepresented something. It does not protect a seller who lies about a known fault, which is why the defects line is there.
Can I use the general version for a vehicle?
Use the vehicle version: it includes the odometer disclosure and title number that registration offices look for. The general version has no odometer statement.
Who keeps the bill of sale?
Both parties keep a signed copy. The buyer needs it for registration and insurance; the seller needs it to prove when liability ended and for tax records.
