What is a Virginia Bill of Sale?
A Virginia bill of sale is a legal document that records the private transfer of ownership of personal property—such as a motor vehicle, boat, or other asset—from a seller to a buyer. It serves as written evidence of the transaction and documents the essential terms: the identities of both parties, a description of the item, the agreed sale price, and the date of the sale.
Virginia Department of Motor Vehicles (DMV) provides Form VSA-5 as an optional vehicle bill of sale template. This form is commonly used when transferring a vehicle title in Virginia and is used to establish the purchase price for Virginia's motor vehicle sales tax.
What is a Virginia Bill of Sale used for?
A Virginia bill of sale is used to formally document the transfer of personal property and protect both parties in a private sale. Specifically, it is used to:
- Document the transfer of personal property (vehicle, boat, firearm, equipment, or other items) from seller to buyer
- Establish the agreed purchase price on record — Virginia DMV uses this to calculate applicable sales tax, use tax, or registration fees when the buyer applies for a new title
- Protect the seller from future liability related to the property after the sale date
- Give the buyer proof of ownership pending receipt of a new title
- Serve as evidence in any dispute about the terms, price, or condition of the item at the time of sale
- Support insurance documentation — the buyer can present the bill of sale to their insurer as proof of acquisition and value
How to write a Bill of Sale in Virginia
- 1
Open the form – Use PDF Guru's online editor to access a pre-loaded Virginia Bill of Sale template. No uploading or printing is required. Form VSA-5 is also available from the Virginia DMV website.
- 2
Enter seller details – Provide the seller's full legal name and current address.
- 3
Enter buyer details – Include the buyer's full legal name and address.
- 4
Describe the property – For vehicles, include year, make, model, color, body type, and VIN. For other items, add a detailed description and any serial number.
- 5
Record the odometer reading – Required by federal law for all motor vehicle sales.
- 6
State the purchase price – Write the agreed amount clearly.
- 7
Add the date – Record the exact date the sale takes place.
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Sign the document – Both the buyer and the seller sign and date the bill of sale.
What information should a Virginia Bill of Sale include?
A complete Virginia bill of sale should include the following information:
- Full legal name and current address of the seller
- Full legal name and current address of the buyer
- Detailed description of the item being sold — for vehicles: year, make, model, color, body type, and VIN; for other property: a clear description with any serial number
- Agreed purchase price
- Date of the transaction
- Current odometer reading at the time of sale (required by federal law for all motor vehicle transfers)
- Signatures of both the buyer and the seller
Is a Bill of Sale required in Virginia?
Virginia law does not require a bill of sale for all private property sales. For motor vehicle title transfers, Virginia DMV recommends submitting a bill of sale alongside the signed vehicle title to document the purchase price for motor vehicle sales tax.
If no bill of sale is provided, Virginia may calculate the tax using the vehicle's book value. A bill of sale is also advisable for boat and personal property transfers.
Does a Virginia Bill of Sale need to be notarized?
No. Virginia law does not require a bill of sale to be notarized for most personal property transactions, including motor vehicle sales. A Virginia bill of sale is valid and enforceable without a notary.
Notarization is optional and not required by Virginia DMV for vehicle title transfers. Either party may choose it for added security on high-value transactions.
How long is a Virginia Bill of Sale valid?
A Virginia bill of sale has no expiration date. Once both parties sign it, it becomes a permanent legal record of the transaction. Neither party needs to renew or re-execute the document—it remains valid indefinitely as long as it accurately reflects the completed sale.
Both the buyer and the seller should keep their signed copies for their personal records. For vehicle transactions, retain the bill of sale until the Virginia DMV has processed the title transfer and issued a new title in the buyer's name. The document may also be needed as proof of purchase for insurance, tax verification, or future ownership disputes.
Where can I get a blank Virginia Bill of Sale?
PDF Guru provides a ready-to-use Virginia Bill of Sale template preloaded in our online editor. There is no need to download or upload anything in advance—simply open the form, fill in all required fields, add your electronic signature, and download the finished document as a PDF.
The official Form VSA-5 is also available directly from the Virginia DMV website for vehicle transactions. PDF Guru helps you prepare and download the document; delivering the signed bill of sale to the other party and submitting it to the Virginia DMV for title transfer remains your responsibility.
How to sign a Virginia Bill of Sale online
PDF Guru makes it easy to sign your Virginia Bill of Sale online without printing or scanning. Once you have completed all required fields in the form, use the Sign tool in the editor. You can draw your signature with a mouse or trackpad, type your name, or upload a saved signature image. Position the signature in the designated field for the seller — if both parties are signing digitally, the buyer can do the same before the final download.
When your signatures are in place, click Done to download the completed PDF to your device. Electronic signatures are generally accepted for private-party bill of sale transactions in Virginia. If you plan to submit the bill of sale to the Virginia DMV as part of a title transfer, confirm in advance whether an original ink signature is required.
