What is a bill of sale?
A bill of sale is a written record of a private sale. It names the seller and buyer, describes the item, states the agreed price and payment method, and captures the date the transaction took place. Once both parties sign, it acts as a receipt and proof that ownership changed hands — and you can create a custom one for any property type using our online editor.
What is a bill of sale used for?
A bill of sale serves multiple purposes for both the buyer and the seller:
- Record the transfer of ownership — use a fillable bill of sale for a car, truck, boat, firearm, equipment, or other personal property
- Establish the purchase price in writing so the DMV or state agency can calculate the correct sales tax when the buyer registers the item
- Protect the seller after the sale — the document proves the item changed hands on a specific date and at a specific price, and confirms the seller was the lawful owner with no liens on the property
- Give the buyer written proof of the transaction while an official title transfer is processed
- Support insurance claims, financing applications, and any future ownership disputes
Bill of sale forms by state
This page provides a generic bill of sale template covering the essential fields recognized in all US states. Some states have specific requirements — mandatory notarization, required language, or forms accepted by the state DMV. If your state has particular rules, use a state-specific form:
How to write a bill of sale
- 1
Open the template — Access the editable bill of sale document directly in our online editor. No software needed.
- 2
Enter seller details — Full legal name, address, phone number, and email of the person transferring ownership.
- 3
Enter buyer details — Full legal name, address, phone number, and email of the person receiving the property.
- 4
Describe the item — For a vehicle: year, make, model, vehicle identification number (VIN), and odometer reading. For other items: a clear description with serial number and condition at the time of sale.
- 5
Record the sale price and payment method — The agreed price and how it was paid (cash, check, money order, or other).
- 6
Review the disclosures — The general form includes two standard disclosures: the seller certifies they are the lawful owner and that the property has no outstanding liens; the buyer acknowledges the item is sold as-is with no warranties expressed or implied.
- 7
Include the date — The exact date the sale took place.
- 8
Sign the document — Both parties sign. Add optional witness signatures if needed. If your state requires notarization, have the document certified at signing — the template includes separate notary acknowledgment blocks for both the seller and buyer.
What information should a bill of sale include?
A valid bill of sale — whether a simple one for personal items or a more detailed form for a vehicle — fits on one page. A general, fillable template covers these fields:
- Full name, address, phone, and email of both the seller and buyer
- Description of the item — for a motor vehicle: year, make, model, and VIN; for other personal property: a description, serial number, and condition at the time of sale
- Price and payment method
- Date of the transaction
- Seller and buyer disclosures — the seller certifies lawful ownership and confirms the property is free of liens; the buyer acknowledges the item is sold as-is with no warranties
- Signature of buyer and seller — plus optional witness lines and a notary seal if required in your state
Is a bill of sale required?
Requirements vary by state and property type. For vehicle sales, most states recommend or require a bill of sale alongside the signed title — without one, the DMV may base sales tax on the vehicle's book value rather than the actual price paid. For boats and firearms, the form creates a clear ownership record and may be required by the relevant state agency.
For other personal property — furniture, equipment, or electronics — a bill of sale is rarely legally required, but strongly recommended for any high-value transaction. If the sale involves real estate, a separate deed or transfer document is needed alongside the bill of sale.
Does a bill of sale need to be notarized?
Notarization depends on your state and property type. Some states require a notary public to witness and certify the signatures on a vehicle bill of sale before the DMV will accept it for a title transfer. Others don't require it at all. Check the state-specific form from the list above to confirm what applies in your state.
Even when notarization isn't required, adding a notary's certification is always an option — it strengthens the document and makes it easier to enforce if the transaction is ever disputed.
How long is a bill of sale valid?
A bill of sale does not expire. Once both parties sign, it becomes a permanent record of the transaction — valid indefinitely as proof that ownership transferred on those specific terms and at that price.
Both the buyer and seller should keep a signed copy. The buyer needs it to register the item, support an insurance claim, or prove ownership. The seller's copy provides protection if any dispute about the property comes up after the sale. For vehicle transactions, hold on to it until the DMV has issued a new title in the buyer's name.
Where can I get a printable bill of sale form?
PDF Guru provides a fillable bill of sale form with all essential fields preloaded in our online editor.
Open the simple, editable template, fill in your details to create a custom document, add your electronic signature, and download the completed PDF to print or share. This general bill of sale template covers any property type across all US states.
How to sign a bill of sale online
Open the editable template in the editor and fill in all required fields. Once the form is complete, click the Sign tool. Draw your signature with a mouse or trackpad, type your name, or upload a saved image. When all signatures are in place, click Done to download the completed document as a PDF.
Electronic signatures are valid for private-party transactions in most states. If your state requires an original ink signature on a vehicle bill of sale submitted to the DMV, print the fillable form and sign by hand before delivery.
