A bill of sale is the receipt that proves ownership actually changed hands — the piece of paper a buyer needs to register a vehicle, and the one a seller needs to prove they are no longer liable for it. This template records the parties, the item, the price, and the “as-is” language that protects the seller after the sale closes.
Bill of Sale generator — fill in your details online
A Concrete Example
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.
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: the signed title is usually the key document, but a few states (such as New York and Nebraska) also require a bill of sale, and it is always useful proof of the price and date
- 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. A few states require one to title the vehicle, and it is strong proof of the price and date of sale everywhere else. For a version built only for cars, trucks and motorcycles, use our vehicle bill of sale template. Selling in Wisconsin? See what the Wisconsin DMV actually requires. In Florida, read the 30-day seller notice rules and template. We also cover Texas, Oregon, Missouri, Washington and Georgia.
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. For the official form, whether one is required and whether it needs a notary in every state, see our directory of official bill of sale forms by state. A quick overview:
- Notarization: some states require the seller’s signature on the title to be notarized (for example Pennsylvania, North Carolina, Louisiana and Wyoming), and a few require a notarized bill of sale only in specific cases (for example Maryland and West Virginia, when the price is used to lower the taxable value)
- Official state forms: West Virginia (DMV-7-TR), Maryland (VR-181) and Nebraska publish their own bill of sale forms, but none of the three requires you to use it instead of your own bill of sale with the same information
- When a bill of sale is required depends on the state and the vehicle: for example, Georgia’s Form T-7 is the document the buyer needs for a vehicle that is 1985 or older and does not require a title, and Iowa requires a bill of sale when the title has no Transfer/Sale Date section, while TxDMV does not list a bill of sale among the documents for a private-party sale in Texas. See the state guides below.
- Odometer disclosure: federal law (49 CFR Part 580) requires it on most vehicle transfers in every state. Model-year 2010 and older vehicles are now exempt; model-year 2011 and newer vehicles stay covered until 20 years after their model year (a 2011 model becomes exempt in 2031); vehicles over 16,000 lb GVWR are exempt
Bill of sale guides by state
Our state guides quote each state’s motor vehicle agency and statutes, with a free state template:
| State | What the guide covers |
|---|---|
| Arkansas bill of sale | Form 10-313, sales tax brackets and the private-sale tax credit |
| California bill of sale | REG 135, the 5-day Notice of Transfer and smog rules |
| Florida bill of sale | What Florida law requires, with a free template |
| Georgia bill of sale | Form T-7, the 7-day deadline and TAVT |
| Iowa bill of sale | When it is required, the 30-day rule and the 5% fee |
| Kansas bill of sale | Form TR-312, the title rule and the 60-day deadline |
| Missouri bill of sale | Forms 1957 and 5049 and the 30-day rule |
| New York bill of sale | Form MV-912 and what the NYS DMV requires |
| Oregon bill of sale | The 10-day DMV notice |
| Texas bill of sale | What TxDMV actually requires |
| Washington bill of sale | What the Department of Licensing requires from buyer and seller |
| Wisconsin bill of sale | What the Wisconsin DMV requires for vehicles |
For the other states, see the directory of official bill of sale forms by state. 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
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Frequently Asked Questions
Is a bill of sale legally required?
For vehicles, usually not: most states title a vehicle from the signed title and a title application. A few states, such as New York and Nebraska, do require a bill of sale, and others ask for one only in specific situations, such as an older vehicle without a title. For any high-value sale it is still worth having, because it records the price, the date and the as-is terms.
Does a bill of sale need to be notarized?
Usually not. What several states do require is a notarized seller’s signature on the title (for example Pennsylvania, North Carolina, Louisiana and Wyoming). A notarized bill of sale is needed only in specific cases, for example in Maryland and West Virginia when the price on it is used to lower the taxable value. Check your state DMV before signing.
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?
Usually not. Most states register the vehicle from the signed title and a title application, but some states (such as New York) require a bill of sale, so check your state DMV. Even where it is optional, the bill of sale documents the price and date of the sale.
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
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.