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Bill of Sale Forms

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A bill of sale, also referred to as a “purchase and sale”, is a document that establishes the details of a transaction between two (2) parties, Buyer and Seller. The form is usually very simple stating the financial terms of the agreement followed by signature of the seller (buyer’s signature may not be required). The monetary funds (such as cash or certified check) should exchange hands at the same time (which should also be dated in the bill of sale).

By State

By Type

Table of Contents

When to Use a Bill of Sale

At the time the Buyer has brought the funds needed to facilitate the transaction with the Seller. At the same time, the Seller will bring the item that is to be transferred. The bill of sale should be written at the time of transaction and signed only when both parties have exchanged hands.

Photo ID – Due the amount of Craigslist and newspaper scams, it is highly recommended to obtain a copy of the Seller’s photo identification (such as a driver’s license). This is to be 100% sure the person that is authorizing the bill of sale is able to legally sell the property. The Buyer should make sure that the title and identification match accordingly.

Key Terms

For as simple and straightforward a Bill of Sales can be, it’s important to familiarize yourself with the language found inside your document.

As-Is – A statement or clause within a bill of sale that states that the item is being bought or sold in its current condition, whether new or used, and that that the Buyer is accepting the item with all its faults. This protects the Seller and prevents the Buyer from coming back after a completed transaction with claims against the item.

Buyer (Purchaser) – The person in the transaction who pays money in the return for an item.

Gift – The act of giving an item to the “buyer” with no compensation in return.

Notary Public – A disinterested 3rd party public officer who can attest to the signatures of the Buyer and Seller. You can find a Notary Public at your local bank or by using a professional service.

Payment – The money used to pay for an item in a transaction.

Seller – The person or party in a transaction that is offering an item for purchase.

Trade-In – A type of transaction that starts with the buyer offering an item to the seller in equal exchange or at a discount for the Seller’s item. This type of transaction is commonly practiced in the car business when the buyer wants to trade in their used vehicle for another vehicle sold by the seller.

Vehicle Identification Number (VIN) – A unique 17 character code consisting of numbers and letters which is essentially the “serial number” of a vehicle. The VIN must be written into a vehicle bill of sale in order for it to be valid.

Vehicle Information

Not every state requires you to complete a bill of sale when finalizing a vehicle transaction. However, no state prohibits you from completing a bill of sale either. Even though many states do not require a bill of sale, they still offer an official form (therefore, it’s recommended to complete a bill of sale even if it’s not required in your state) which we have included below. For states that require you to use their specific bill of sale form, we have also included below. For more information regarding your vehicle or a bill of sale, contact your nearest DMV Office.

IMPORTANT: A Bill of Sale does not transfer Ownership of Title, it only shows proof that a transaction took place. You must sign over the Vehicle’s Title in order to transfer ownership.

State DMV Locations Vehicle Bill of Sale Bill of Sale Required?
 Alabama County Title & Registration Office  PDFODT, Word Yes
 Alaska Division of Motor Vehicles (DMV)  PDFODT, Word No
 Arizona Motor Vehicle Division (MVD) PDF No
 Arkansas Dept. of Revenue Office PDF Yes
 California Dept. of Motor Vehicles (DMV) PDF No
 Colorado Division of Motor Vehicles (DMV) PDF No
 Connecticut Dept. of Motor Vehicles (DMV) PDF Yes
 Delaware Dept. of Motor Vehicles (DMV) PDFODT, Word No
 Florida Motor Vehicle Service Centers PDF No
 Georgia County Tag Office PDF Yes
 Hawaii Vehicle Office Finder PDF Yes
 Idaho Idaho Transportation Department (DMV) PDF No
 Illinois Facility Locations PDFODT, Word Yes
 Indiana  Indiana Branch Locations (DMV) PDF No
 Iowa Iowa Motor Vehicle Division PDFODT, Word Yes
 Kansas Kansas Department of Revenue PDFODT, Word Yes
 Kentucky  Drive.KY.Gov PDFODT, Word No
 Louisiana  Office of Motor Vehicles PDF No
 Maine  Bureau of Motor Vehicles PDF Yes
 Maryland Motor Vehicle Administration PDF Yes
 Massachusetts  Registry of Motor Vehicles PDF Yes
 Michigan SOS Branch Office Locator PDFODT, Word Yes
 Minnesota Driver and Vehicle Services PDFODT, Word No
 Mississippi Driver Services PDFODT, Word Yes
 Missouri License Office Locations PDF Yes
 Montana Motor Vehicle Division PDF Yes
 Nebraska Dept. of Motor Vehicles (DMV) PDF Yes
 Nevada  Dept. of Motor Vehicles (DMV) PDF Yes
 New Hampshire  Division of Motor Vehicles (DMV) PDF Yes
 New Jersey  Motor Vehicle Commission PDFODT, Word No
 New Mexico Motor Vehicle Division PDF Yes
 New York Dept. of Motor Vehicles (DMV) Word Yes
 North Carolina Dept. of Motor Vehicles (DMV) PDFODT, Word No
 North Dakota Motor Vehicle Site Locations (PDF) PDF No
 Ohio  Bureau of Motor Vehicles (BMV) PDFODT, Word Yes
 Oklahoma Dept. of Public Safety PDFODT, Word Yes
 Oregon Dept. of Motor Vehicles PDF No
 Pennsylvania Dept. of Motor Vehicles (DMV) PDFODT, Word No
 Rhode Island Dept. of Motor Vehicles (DMV) PDFODT, Word Yes
 South Carolina  Dept. of Motor Vehicles (DMV) PDF No
 South Dakota Motor Vehicles Division PDF Yes
 Tennessee Driver Services PDF No
 Texas Dept. of Motor Vehicles (DMV) PDF Yes
 Utah Dept. of Motor Vehicles (DMV) PDF Yes
 Vermont Dept. of Motor Vehicles (DMV) PDF Yes
 Virginia Dept. of Motor Vehicles (DMV) PDFODT, Word No
 Washington Dept. of Licensing PDF Yes
 West Virginia  Dept. of Motor Vehicles (DMV) PDF Yes
 Wisconsin Dept. of Motor Vehicles (DMV) PDFODT, Word No
 Wyoming Dept. of Transportation PDF Yes

Registration

After a bill of sale has been completed and the new owner has taken possession of the vehicle it will need to be registered in the State within a certain time-frame (usually between 10 to 30 days as determined by the respective State). Therefore, the Buyer will have to bring a copy of the signed bill of sale to their respective State or County Vehicle Department for registration along with the following items:

  • Vehicle Title
  • Odometer Disclosure Statement (if you car is younger than 10 years and under 16,000 pounds)
  • Proof of Car Insurance
  • Identification (such as a Driver’s License)
  • Fee(s) – There is a tax or fee charged in every State.
  • *Emissions Test (*only required in some States)

FAQ (Frequently Asked Questions)

Do I need a Bill of Sale when selling my car?

Depending on which state and sometimes even the County you are located, a Bill of Sale may or may not be required. By adding an extra layer of protection for the Seller, this document should always be included and completed when a vehicle transfers ownership (View State Requirements).

How do I prevent disagreements from the Purchaser after the sale?

Preventing future disputes between the Buyer and Seller is mainly a reason for a Bill of Sale, therefore it’s important to input as many details as possible to maximize the effectiveness of your Bill of Sale. Adding and completing a Certificate of Acknowledgment will further strengthen the power of your Bill of Sale.

What is the difference between a Sales Agreement and a Bill of Sale?

A Sales Agreement is categorized as a contract and allows you to enter more detailed information pertaining to the sale of goods and services. A Bill of Sale acts more as a receipt (proof of purchase) and does not necessarily hold any contractual bearings.

Does the Buyer (Purchaser) need to sign the Bill of Sale?

Due to the varying laws within each state pertaining to this issue, it’s important to check your local laws if you decide to not have the Buyer sign the document. When possible, it’s always best to have the Buyer sign the Bill of Sale.

When do I deliver the Bill of Sale to the Buyer?

Typically after paying for an item, you receive a receipt showing proof of your purchase. A Bill of Sale should work in the same way, by only delivering the Bill of sale after payment has been received by the seller.

When would I need to use a Promissory Note?

The only time a Promissory Note should be used is when the Buyer does not have enough funds to pay for the Seller’s item in full at the time of purchase. By issuing a Promissory Note, the Buyer promises to pay over a period of time for the Seller’s item.

How to Write

This example shows you how to fill-out and complete a Motor Vehicle Bill of Sale. If your state requires a bill of sale but does not provide it for you, this is the form you would need when buying or selling your car.

Step 1 – Buyer & Seller

For best results, download your Motor Vehicle Bill of Sale in Adobe PDF. It’s formatted so you can easily write your information in the blank spaces. First and foremost, enter the following:

  • Date Created
  • County and State
  • Name and Mailing Address of both Buyer and Seller

Step 2 – Payment Type

There are only 3 ways in which your transaction can go; a payment, trade-in, or a gift. Check one of the 3 possibilities.

  • If the transaction is by Payment or Trade-in, you must enter the vehicle’s information such as the Make, Model, Body-type, Year, Color, and the miles on the Odometer.
  • If the vehicle is a Trade-in, enter the vehicle being received.

Step 3 – VIN, Taxes, and Other Terms & Conditions

The VIN number (Vehicle Identification Number can be found on the vehicle’s title, registration card, and even the owner’s manual. It shouldn’t be that difficult to find. You will know you have found the VIN if all the letters and numbers add up to 17 characters.

  • Enter the 17 character VIN.
  • Taxes can either be included or excluded in a sale, checkmark the box accordingly.
  • Enter terms and conditions within the sale. For example: The sale will not be complete unless the ski rack is attached when the car is sold.

Step 4 – Odometer Disclosure Statement

An odometer disclosure statement is required by federal law when transferring ownership of a motor vehicle. The Seller’s Name and an accurate milage count read on the odometer must be entered. If for some reason, possibly due to a faulty odometer, the milage count is not accurate, select the appropriate checkmark.

  • Complete your Odometer Disclosure Statement with signatures from the Buyer, Seller, and two witnesses.

Step 5 – Certificate of Acknowledgment

A certificate of acknowledgment is a form that certifies absolute proof that a Bill of Sale used in a transaction is valid. The Buyer and Seller must be present in the presence of a Notary Public when this form is completed. Enter the following information:

  • State and County
  • Date of Execution
  • Names of Buyer(s) and Seller(s)
  • Notary’s Name and Signature


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