Car Bill of Sale: Free Template + What's Legally Required
A car bill of sale is the document that records a private vehicle sale. It's required in many US states for the buyer to register the car, and it's the seller's best evidence that ownership and liability passed on a specific date for a specific price.
This page covers what a bill of sale must include to be enforceable, which states require notarization, what the DMV will and won't accept, and a downloadable template you can fill in.
TL;DR
- A car bill of sale is the receipt of the transaction; the title is the proof of ownership
- Both need to be signed at the sale
- 16 US states require a bill of sale to register a used car; another 12 strongly recommend one
- 5 states require notarization (Louisiana, Maryland, Nebraska, New Hampshire, West Virginia)
- The form is short — 8 fields, plus signatures
- Keep a signed copy for your records for at least 4 years (the statute of limitations on most contract disputes)
Generate a filled bill of sale → · Download the blank template · Create my listing free →
What a car bill of sale must include
Any car bill of sale should have these eight fields at a minimum. Missing any one of them is what makes a bill of sale unenforceable in a dispute.
- Seller's full legal name and address
- Buyer's full legal name and address
- Vehicle year, make, model, trim, and VIN
- Odometer reading on the date of sale
- Sale price (write the actual cash amount, not "for value received")
- Date of sale
- As-is disclosure ("Sold as-is, no warranty expressed or implied")
- Signatures of both parties (handwritten, ink, both copies)
States that require notarization need both signatures notarized — they cannot be added later. If you're in one of those states, plan to sign at the buyer's bank or a UPS Store with a notary on staff.
When you need a bill of sale
You always want one, even when your state doesn't strictly require it. Three situations where it becomes load-bearing:
Title transfer to the buyer. The DMV in 16 states will ask for the bill of sale before it issues the new title. Without one, the buyer can't register the car, which often leads them back to you asking for forms after the sale.
Sales tax assessment. The state sales tax on a private vehicle sale is usually based on the price listed on the bill of sale. The DMV can challenge that price if it's suspiciously low; some states use a "minimum value" lookup against fair market. Don't underreport.
Liability protection. If the buyer doesn't transfer the title and gets a ticket, the registered owner is on the hook. The bill of sale is your evidence that ownership transferred on a specific day. File your state's release-of-liability form the same day to close the loop.
Stolen-vehicle reports. If the buyer turns out to be selling a stolen car downstream and the original owner traces ownership back through you, the bill of sale is what proves you bought it legitimately at the price stated.
States that require a bill of sale
These 16 states require a bill of sale to register a used vehicle:
Alabama, Alaska, Arkansas, Connecticut, Idaho, Maine, Maryland, Massachusetts, Mississippi, Nebraska, New Hampshire, North Dakota, Ohio (specific forms), South Dakota, Vermont, West Virginia.
These 5 require notarization:
Louisiana, Maryland, Nebraska, New Hampshire, West Virginia.
These 12 states strongly recommend a bill of sale even when not required: Arizona, California, Florida, Georgia, Illinois, Indiana, Michigan, Minnesota, North Carolina, Texas, Virginia, Wisconsin.
Some states publish a specific form. Maryland's Form VR-181 and Massachusetts's Bill of Sale are mandatory forms — using a generic template can cause registration to be rejected. Check your state DMV before you draft. See our state-by-state title transfer guide for direct links to each state's form.
What a bill of sale doesn't do
The bill of sale is not the title. It does not transfer legal ownership on its own. The signed title — with the odometer reading, the buyer's name, and your signature in the seller field — is what transfers ownership.
A bill of sale also does not:
- Release the seller from registration or insurance liability (your state's release-of-liability form does that)
- Substitute for a missing title (almost no state will register a car on a bill of sale alone)
- Override the title's odometer reading (the title's odometer field is the legally binding one)
The free template
This is the template ListMyCar uses for sellers — properly typeset, all eight required fields, federal odometer-disclosure language, and a notarization section that appears automatically in the states that need it.
Or print the blank form below and fill it in by hand:
Motor Vehicle Bill of Sale
This instrument records the private sale of one motor vehicle and is binding upon both parties on the date executed below.
As-is sale. The buyer accepts the vehicle in its present condition. The seller makes no warranty, express or implied, regarding merchantability, fitness for a particular purpose, or any other matter, and the buyer acknowledges a reasonable opportunity to inspect the vehicle prior to executing this instrument.
Odometer disclosure. Federal law (49 U.S.C. §32705) requires the seller to state the mileage upon transfer of ownership. The seller certifies, to the best of their knowledge:
- [ X ]The reading above reflects the actual mileage.
- [ ]The reading is in excess of mechanical limits.
- [ ]Warning — odometer discrepancy: the reading is not the actual mileage.
- [ ]The vehicle is exempt from federal odometer disclosure (model year more than 20 years old, or otherwise exempt).
Print two copies, fill in by hand, sign in front of the buyer. Both parties keep an original.
How to fill it out (line by line)
Names and addresses. Match what's on the buyer's driver's license, not a nickname. Ask to see the license before you fill in the buyer's info.
Driver's license numbers. Optional in most states but useful evidence if the sale is later disputed. Some state-mandated forms require this.
Vehicle information. Copy these straight off the title. If anything doesn't match between the title and the car (a VIN typo, a wrong color), that's a signal to verify before signing.
Mileage. Read the odometer at the meet-up, in front of the buyer. The number must match what you'll write on the title's odometer line.
Sale price. Write the actual cash amount. Underreporting to lower the buyer's sales tax is fraud, and the state often catches it.
Date and place of sale. The day and the city. This pins down jurisdiction if there's later a dispute.
As-is disclosure. The exact phrasing matters less than the intent: the buyer is taking the car in its current condition with no warranty. The template wording is enforceable in every state.
Odometer disclosure box. Federal law (the Truth in Mileage Act) requires odometer disclosure on a transfer. The DMV form usually handles this; the bill of sale should match.
Signatures. Both parties sign, with the date. In notarization states, both signatures must be witnessed by a notary — not added afterward.
Common mistakes to avoid
Filling in the bill of sale before meeting the buyer. Leave the date and signature blank until you're at the meet-up. Pre-signed forms are how lemons get switched between meeting time and sale time.
Underreporting the price. It almost never benefits you. It may give the buyer a smaller tax bill but it shrinks your evidence of fair-market value if there's a dispute.
Using the wrong state form. Maryland, Massachusetts, Pennsylvania, and a few others publish mandatory forms. A generic template can cause the registration to be rejected, which sends the buyer back to you.
Forgetting the as-is line. Without it, the implied warranties of merchantability may apply in your state. The single sentence "Sold as-is, no warranty expressed or implied" closes that off.
Losing your copy. Keep a signed copy for at least 4 years. Photograph it the day of sale and email it to yourself.
After the sale
The bill of sale is one of three documents that close out a private vehicle sale:
- Bill of sale — both sides keep an original
- Title — signed by the seller, dated, with odometer; handed to the buyer
- Release of liability — filed by the seller with the state DMV the same day
The buyer then has a set number of days (10 in California, 30 in Texas, varies by state) to register the car in their name. See our full paperwork checklist for the day-of-sale walk-through.
Frequently asked questions
Do I need a bill of sale if the title is signed?
In 16 states, yes — the DMV won't issue the new title without one. In every state, you want one for liability and price-of-record reasons even when not strictly required.
Does a car bill of sale need to be notarized?
In Louisiana, Maryland, Nebraska, New Hampshire, and West Virginia, yes. Both signatures must be witnessed by a notary. In every other state, notarization is optional but adds an extra layer of defensibility.
Can I write a bill of sale by hand?
Yes, as long as it contains the eight required fields. Many sellers use a template for legibility. A handwritten bill of sale is just as legally enforceable as a typed one.
How long should I keep the signed bill of sale?
At least 4 years (the typical statute of limitations on a contract claim). For DMV and tax purposes, indefinitely. A photo on your phone is fine for backup.
What if the buyer wants to write a lower sale price on the bill of sale to save on sales tax?
Refuse. It's tax fraud in every state, and the seller is on the document too. Many states cross-check the listed price against fair-market value and assess the higher amount anyway.
Can a bill of sale be used to transfer ownership without the title?
No. The title is the legal proof of ownership. Without it, the buyer can't register the car. Apply for a duplicate title before selling if the original is lost.
Do I need a separate bill of sale for each vehicle if I'm selling two?
Yes. One bill of sale per vehicle, even to the same buyer. Each car's VIN and odometer are unique.
What if I'm gifting the car to a family member?
You still want a bill of sale, marked as a gift, with $0 or "GIFT" in the sale-price field. Some states tax gift transfers at a fixed minimum; check your state DMV. The release of liability still needs to be filed.
Where do I get a notary?
Most banks offer free notarization to account holders. UPS Stores and some libraries offer paid notary services. Mobile notaries can come to a meet-up location for a flat fee, usually $25 to $50.
Is a Bill of Sale the same as a Title Transfer Form?
No. A bill of sale is the receipt of the transaction. The title transfer form is your state DMV's official paperwork to retitle the car in the buyer's name. You'll typically need both.
Ready to sell?
Generate a complete listing for every marketplace from one upload — and download the bill of sale template once you've matched with a buyer.