Download a free bill of sale template in PDF and Word format below. Whether you’re selling a car, boat, motorcycle, or any personal property, this customizable template gives you a legally sound document for both parties. Includes state-specific guidance and ready-to-fill fields. Updated for 2026.
A Concrete Example
A private party sells a 2018 Honda Civic for $11,500 cash. The buyer takes the bill of sale and the signed title to the DMV. Sales tax (6-9% depending on the state, typically calculated on the higher of sale price or fair market value) is collected at registration. The seller files a notice of transfer of title with the DMV within 5 days, releasing them from liability for the vehicle going forward. Total time from agreement to clean transfer: about 90 minutes spread over a week.
The common failure mode: the seller does not file the notice of transfer, the buyer drives unregistered for two months, gets in an accident, and the seller’s name is still on the title. The injured party’s attorney sues both. The seller wins eventually but spends $3,000 in legal fees clearing it up. The bill of sale below includes the seller-release-of-liability language and reminds you to file the state DMV notice within the statutory window.
What is a Bill of Sale?
A bill of sale is a legal document that records the transfer of ownership of personal property from a seller to a buyer. It serves as proof that the transaction took place, identifies what was sold, the price paid, and the date of sale.
If you have ever paid an attorney to draft a bill of sale, you know that the first hour is spent on standard provisions that look almost identical in every version they produce. That is because the underlying law is the same. This template gives you those standard provisions, properly assembled, so you can focus your attorney’s time (if you use one) on the parts that are actually specific to your transaction.
When Do You Need a Bill of Sale?
You need a bill of sale when:
- Selling a vehicle — most states require it for DMV title transfer and registration
- Selling a boat or motorcycle — required for Coast Guard or state DMV registration
- Selling firearms — recommended for legal record-keeping in most states
- Selling livestock or animals — required by some states for sales tax and ownership proof
- Selling business equipment — protects both parties in case of dispute
- Private party transactions — any sale where the value is significant enough to want written proof
Types of Bill of Sale Templates
Vehicle Bill of Sale (Car)
The most common type. Includes VIN, make, model, year, mileage, and odometer disclosure. Required by most state DMVs for ownership transfer.
Boat Bill of Sale
Includes hull identification number (HIN), boat type, length, engine details, trailer information (if included), and registration data.
Motorcycle Bill of Sale
Similar to a vehicle bill of sale but includes motorcycle-specific details: VIN, displacement, color, and any modifications.
Firearm Bill of Sale
Records the make, model, serial number, caliber, and condition of the firearm. Includes seller and buyer information for legal record-keeping.
Generic Bill of Sale
For any personal property: furniture, electronics, equipment, jewelry, art. Includes a clear description of the item, condition, and price.
Key Components of a Bill of Sale
A valid bill of sale should include:
- Seller’s information — full legal name, address, and contact details
- Buyer’s information — full legal name, address, and contact details
- Item description — make, model, year, serial/VIN, condition, color, mileage (for vehicles)
- Sale price — exact amount paid, including taxes if applicable
- Date of sale — when the transaction occurred
- Payment method — cash, check, certified funds, financing
- «As-is» clause — protects the seller from future warranty claims
- Odometer disclosure — required for vehicles in most states
- Signatures — both parties sign and date
- Notarization — required by some states; recommended for high-value sales
How to Fill Out a Bill of Sale Step-by-Step
- Download the template for your transaction type (vehicle, boat, firearm, generic).
- Enter the date — the day the sale is being completed.
- Fill in seller information — full legal name, current address, phone, email.
- Fill in buyer information — same details for the purchasing party.
- Describe the item — be detailed. For a car: year, make, model, color, VIN, mileage at sale. For a boat: HIN, length, engine, trailer details.
- State the sale price — both in numbers and written form («$5,000 / Five Thousand Dollars»).
- Specify payment method — cash, check number, cashier’s check, electronic transfer.
- Include the «as-is» clause — the buyer accepts the item in current condition.
- Add odometer disclosure for vehicles — required federally under the Truth in Mileage Act.
- Both parties sign and date — print, sign, and keep copies for both parties.
- Notarize if required — check your state’s specific requirements.
State-by-State Bill of Sale Requirements
Each state handles bills of sale differently. Here’s a quick overview:
- States requiring notarization for vehicle bill of sale: Louisiana, Maryland, Nebraska, New Hampshire, West Virginia, Wyoming, Montana
- States requiring a specific state form: West Virginia, Maryland, Nebraska (must use the state-issued template)
- States with no formal requirement but where a bill of sale is strongly recommended: Texas, Florida, Georgia, California
- States requiring odometer disclosure: All 50 (federal requirement under TIMA for vehicles less than 20 years old)
Always check your state DMV website for the most current requirements before completing a sale.
Common Mistakes to Avoid
- Missing the VIN or serial number — without it, the document may not be accepted by the DMV
- Vague item description — «a used car» doesn’t protect either party
- Forgetting the «as-is» clause — opens the seller to warranty claims later
- Not stating the sale price — needed for sales tax and ownership records
- Skipping odometer disclosure — federal law requires it for vehicles
- Only one party signing — both seller and buyer must sign for the document to be valid
- Using the wrong template — a generic bill of sale won’t satisfy DMV requirements for vehicle transfers
Download Your Free Bill of Sale Template
Choose the format that works best for you. All templates are editable in Word, Google Docs, or any PDF editor.
Frequently Asked Questions
Is a bill of sale legally required?
Requirements vary by state. Some states (Louisiana, Maryland, Nebraska, others) require a bill of sale for vehicle transfers. Most states strongly recommend it for any high-value personal property sale even when not legally required.
Does a bill of sale need to be notarized?
Several states require notarization for vehicle bills of sale: Louisiana, Maryland, Nebraska, New Hampshire, West Virginia, Wyoming, and Montana. Even when not required, notarization adds enforceability and is recommended for sales over $1,000.
Can I write my own bill of sale?
Yes, but using a template ensures you include all required elements. Some states require a specific form (West Virginia, Maryland, Nebraska) — check your DMV before drafting your own.
Does the buyer or seller fill out the bill of sale?
Typically the seller prepares the document. Both parties review it together, then both sign. Each party keeps a copy.
What does «as-is» mean in a bill of sale?
An «as-is» clause means the buyer accepts the item in its current condition with no warranties. After the sale closes, the seller is not responsible for repairs, defects, or hidden issues. This is standard for private-party sales.
Do I need a bill of sale to register a car?
In most states, yes — the DMV requires a bill of sale alongside the signed title to register the vehicle in the new owner’s name. The bill of sale also documents the price for sales tax purposes.
What happens if I lose my bill of sale?
Contact the other party and request a copy. Both parties should keep originals after the sale. If the other party can’t help, you may be able to recreate it with sworn affidavits, but registration could be delayed.
Can a bill of sale be handwritten?
Yes, a handwritten bill of sale is legally valid as long as it includes all the essential elements: parties, item description, price, date, and signatures. However, a typed template is cleaner, easier to verify, and reduces disputes.
Does a bill of sale transfer ownership?
For most personal property (electronics, furniture, equipment): yes. For titled property (vehicles, boats, RVs), the title — not the bill of sale alone — transfers official ownership. The bill of sale supports the title transfer.
How long should I keep a bill of sale?
Indefinitely. Bills of sale serve as proof of ownership and proof of purchase price for tax purposes. For vehicles, keep until you sell or dispose of the asset. For tax-relevant sales, keep at least 7 years.
Related Templates
- Free Vehicle Bill of Sale Template (Car)
- Free Boat Bill of Sale Template
- Free Motorcycle Bill of Sale Template
- Free Promissory Note Template
- Free Power of Attorney Template
Disclaimer: This template is provided for informational purposes only and does not constitute legal advice. Bill of sale requirements vary by state. Verify your state’s current rules with the DMV or a licensed attorney before completing a sale.