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Bill of sale · how to write one

How to Write a Bill of Sale

You can write one on a napkin and it will usually hold. But six things have to be on it, and one of them — the identifying number — is the one people leave off. Fill the form below and it is written for you, or read the six steps and write your own.

Write it now

Or let the form write it for you.

This is the general vehicle form. Fill the fields, download the PDF, and every step below is already handled. Every other item type has its own form with the right identifying fields on it.

How do you want to build it?

Download a clean, fillable motor vehicle bill of sale. Type the details in any PDF viewer, or print it and write them by hand.

US Letter · fillable PDF, editable Word (.docx), or Google Docs · print at 100%

Not legal advice. This template is a general-purpose starting point only. Specific DMV and state requirements vary — I understand it is my responsibility to verify local requirements before finalizing a transfer.

Sample
Bill of Sale: Motor VehicleSeller NameSeller AddressBuyer NameBuyer AddressIn consideration of,the seller does hereby sell, transfer and convey the following motor vehicle to the buyer:MakeYearModelColorVIN #MileageThe seller certifies the information provided is true and accurate to the best of their knowledge, and warrantsthey are the legal owner of the vehicle described above.The buyer understands there is no guarantee or warranty, expressed or implied, for this vehicle or any itemsincluded with it. The vehicle is sold in "AS IS" condition.Additional terms (optional)Seller SignatureDateBuyer SignatureDateWitness SignatureDateFree printable template · apollostemplates.com
A clean, fillable form — every line is a text field you can type into, or print blank.
Optional add-on
Need it notarized?
Louisiana and West Virginia require it, and a few situations reward it — same form, plus an acknowledgment certificate page.
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Selling in a specific state?
Bill of sale requirements by state
See which states have an official DMV form, which require a notary, and where this free builder is a suitable alternative — all 50 states + DC.
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Six steps

What has to be on the page.

1. Name both parties. Full legal names and current addresses for buyer and seller. A first name and a phone number is not enough to find someone later.
2. Describe the item so nobody else could claim it. This is the step that separates a useful bill of sale from a worthless one. Make, model and year identify a category. The VIN, hull ID, serial number, microchip or registry number identifies your item. Copy it off the item itself.
3. Write the real price. Numerals are fine. If it is a gift, say “gift” rather than inventing a token dollar amount.
4. State the condition. Nearly every private sale is AS-IS, with no warranty expressed or implied. Say so in those words. If you are promising anything, write the promise down — a spoken promise is the thing that turns into an argument.
5. Date it. The date is what fixes the moment liability moved from seller to buyer. It is the single most useful line on the document for the seller.
6. Sign two originals. Both parties sign both copies. Add a witness or a notary only if your state asks for one — see the state list below.
Before you sign

Your state may add a step.

Six steps get you a valid record anywhere. What varies is whether your state wants it notarized, wants its own numbered form, or sets a deadline for filing a notice of sale.

AlabamaAlaskaArizonaArkansasCaliforniaColoradoConnecticutDelawareFloridaGeorgiaHawaiiIdahoIllinoisIndianaIowaKansasKentuckyLouisianaMaineMarylandMassachusettsMichiganMinnesotaMississippiMissouriMontanaNebraskaNevadaNew HampshireNew JerseyNew MexicoNew YorkNorth CarolinaNorth DakotaOhioOklahomaOregonPennsylvaniaRhode IslandSouth CarolinaSouth DakotaTennesseeTexasUtahVermontVirginiaWashingtonWashington, D.C.West VirginiaWisconsinWyoming
Common questions

Writing one, answered.

Does a handwritten bill of sale count?

In most states, yes. A bill of sale is a record of an agreement, not a government form, so what matters is the content: both parties identified, the item described precisely, the price, the date, and both signatures. A handwritten note with all of that is stronger than a typed form missing the VIN. The exceptions are the states that publish their own numbered form and require it for titling — check yours before you rely on a handwritten one.

Do I need a notary?

Usually not. A handful of states require notarization for vehicle transfers — Louisiana, Maryland, Nebraska, New Hampshire, West Virginia and Montana are the ones that come up most often, and some apply it only in certain circumstances. Everywhere else it is optional. Notarizing when you do not have to is harmless and occasionally useful for a high-value sale; skipping it where it is required will stop the title transfer at the counter.

What if I do not know the VIN or serial number?

Find it before you sign. On a car it is at the base of the windshield and on the driver's door jamb; on a motorcycle, the steering neck; on a boat, the transom; on equipment, a stamped plate on the frame. Copy it off the item rather than off the title — transcription errors in titles are common, and the number on the item is the one that governs.

Should I write the real sale price?

Always. Understating the price to lower the buyer's tax is fraud, and it backfires twice: it caps what the buyer can recover on an insurance claim, and many states now compare the declared figure against a standard presumptive value and tax the higher one regardless.

How many copies do we need?

Two originals, one for each party, both signed on the day of the sale. The buyer needs theirs for the DMV; the seller needs theirs to prove when responsibility for the item transferred.

When does the bill of sale stop mattering?

For the buyer, once the title is in their name. For the seller, keep it for as long as your state can come back about tolls, tickets or abandoned-vehicle fees — a few years is a reasonable habit, and it costs nothing to keep a photo of it.

Not legal advice. Notarization and titling rules are set by your state — confirm yours in the 50-state requirements table. Want to see one already filled in? Read the worked examples.