Car (Vehicle) Receipt Template

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Updated April 24, 2022

A car receipt acts as proof of payment for any type of sale, rental, or service provided involving a vehicle. A receipt should only be issued after the seller has been fully paid or the terms of any financing or lease have been fulfilled. A receipt is commonly required by State DMV Offices when accepting new registration for the vehicle.

Bill of Sale – Used as a purchase agreement between a buyer and seller.

By Type (10)

Proof of Receipt

A proof of receipt for a vehicle transaction is required by most Department of Motor Vehicle offices before a new or used car can be registered in the State. The receipt must be signed by the seller or lessor and, in some States, as well as the buyer or lessee.

Vehicle Sales Receipt

In a vehicle sales receipt, a full description must be given including make, model, year, color, and the odometer reading must be included. Some States may require additional information such as the last time the vehicle was inspected or, like in New Hampshire, the number (#) of cylinders must be included.

Odometer Disclosure Statement – This form must be brought, in addition to a sales receipt or bill of sale, to the DMV office as a requirement for registration.

How to Write

Download: Adobe PDF, MS Word (.docx), OpenDocument

1 – The Car (Vehicle) Receipt Is Downloadable In Three Formats

You can obtain a receipt template from this page as a PDF or Word Processing document (“WORD” and “ODT”) using the buttons with the image above.

2 – Record The Seller’s Identity

Once you are ready to input information, consult the records, then supply the calendar “Date” and the unique “Receipt #” used for this transaction to the two blank lines near the top right areas of this page. The heading of this receipt will seek information required for a prominent display of the Issuer’s information. In this case, it will be the Car Seller (or Lessor) name and contacts. Start by furnishing the full legal name of the business entity or person selling the concerned vehicle on the line “Company/Individual Name.” The building number and street/road name where the Seller expects mail is the next required entry. Provide it on the “Street Address” line. Keep in mind, that if a unit or apartment number is necessary, it should be reported here as well.  You will have an additional line below this one to complete the address with its “City, State…,” and “Zip.” Next, we shall supply some alternate means of contact by recording the Seller’s “Phone” number where requested 

The last two blank lines will deliver an area where the Seller’s e-mail address (“Email”) and, if applicable, “Website”


3 – Document The Vehicle And Transaction Details

The next account we must supply to this document is the “Vehicle Description.” You will need several details concerning the vehicle being sold so gather the vehicle’s paperwork then report the “Year,” “Make,” and “Model” of the vehicle being sold. The next line on this of this section will require three items of information. The license number, vehicle identification number, and current mileage (as read on the odometer) must be placed on the lines labeled “License #,” “VIN,” “Odometer Reading” (respectively), and “Color.”The Seller’s description of the vehicle’s “Condition” is the next requirement in this section. A blank line has been supplied for this purpose, however, if you need more room you may simply insert it using your editing program or cite an attachment. Similarly, any additional Seller “Comments” may be placed on the next set of blank lines. The section titled “Transaction Details” will handle the report required describing the Seller’s and the Buyer’s exchange. The first blank space in this section, between the term “…Payment Made By…” and the words “The Customer…,” must have the full name of the Buyer furnished to it. In addition to identifying the Buyer, the type of transaction must also be indicated. One of three checkboxes in the next segment of this section will need to be marked to accomplish this. Thus, check the “Purchase,” “Rental,” or “Service/Repair” checkbox to define the occurring transaction. Notice in the example below, this will be considered a purchase of the Seller’s vehicle defined in the previous section by the Buyer.

If this receipt is the result of a necessary “Service/Repair” then, record the details in the blank lines provided. If there is no service or repair required for a report on this receipt, then simply write the word “None” Now, the Buyer in this transaction will need his or her name recorded in the “Customer Name.” This should be accompanied by the Customer’s address and telephone number in the spaces provided.


4 – Summarize Then Execute This Receipt

The section titled “Summary Of Charge” is composed of a box divided by two sections. The first is labeled “Payment Method.” Here, the checkbox attached to the label defining how this payment was submitted will need to be checked. If more than one type of payment was made you may either issue two separate receipts (one for each payment type) or mark all the checkboxes that apply. You may define this payment as a “Cash,” “Check,” “Credit,” or some “Other” payment. If you choose “Other,” then make sure to use the line provided to give an adequate description. If you have chosen either “Credit” or “Check” a blank line labeled “Check/Credit No.” will require the check or credit number used. The second part of this box will need several figures entered. The first required figure will be the cost of the vehicle without any taxes (“Subtotal”), the “Tax Rate” that will be applied, the actual tax amount (“Total Tax”), and the sum of the “Subtotal” and “Total Tax” in “Total Amount Due,” and the “Amount Paid” by the Customer. The last requirement of this paperwork will be a signature from the Seller, or someone authorized to sign for this entity on the blank space labeled “Authorized Signature.” If this individual has a title (i.e. President, Vice-President, Sales, ) then it should be recorded on the “Title” line.