Bill of Sale Generator
Fill in a bill of sale template for a private sale of a vehicle, equipment, or personal property you own, then download it as a PDF for both sides to sign.
This is a template, not legal advice. Check your state or country rules (some require notarization or a specific DMV form). Only use it to record a sale that is really taking place.
Type of Sale
Seller Information
Buyer Information
Vehicle Details
Sale Details
PRIVATE SALE RECORD
BILL OF SALE
Motor Vehicle Bill of Sale
SELLER
________________________
Street Address, City, State ZIP
Phone Number
BUYER
________________________
Street Address, City, State ZIP
Phone Number
PROPERTY DESCRIPTION
VIN: ________________
Odometer: ________
License Plate: ________
Condition: Good
Total Sale Price
$5,000.00
Five thousand US Dollars
The Seller hereby sells, transfers, and conveys to the Buyer the above-described property for the sum of $5,000.00 (Five thousand US Dollars).
⚠️ THIS PROPERTY IS SOLD "AS-IS" WITH NO WARRANTIES OR GUARANTEES OF ANY KIND, EXPRESS OR IMPLIED. THE BUYER ACCEPTS THE PROPERTY IN ITS PRESENT CONDITION.
The Seller warrants that they are the lawful owner of the property, that it is free of all liens and encumbrances, and that they have the full right to sell it.
Signatures
SELLER
Print Name
Date: _______________
BUYER
Print Name
Date: _______________
NOTARY ACKNOWLEDGMENT (Optional)
State of: _______________________
County of: _______________________
Subscribed and sworn before me this ______ day of _________________, 20_____
Notary Public Signature
My Commission Expires:
_______________________
This document was generated on fix42.com. Keep copies for your records
What is a Bill of Sale?
Legal Protection
A bill of sale is a legal document that records the transfer of ownership of property from a seller to a buyer. It serves as proof of purchase and protects both parties in case of disputes.
When You Need One
Required for vehicle registration transfers in most states. Highly recommended for any private sale over $500, including equipment, electronics, furniture, and collectibles.
Essential Elements
A valid bill of sale must include: full names and addresses of both parties, detailed description of the item, sale price, date of sale, signatures, and any warranty disclaimers.
Notarization
Some states require notarization for vehicle bills of sale. Even when not required, having a notary witness the signatures gives you an independent record of who signed.
Worked Example: Selling a Used Car Privately
Say Maria Lopez in Austin, Texas is selling her 2014 Honda Civic to Daniel Kim for $6,500, paid by cashier's check. Here is what she would enter:
- Type of Sale: Vehicle
- Seller: Maria Lopez, her street address, phone and email
- Buyer: Daniel Kim, his street address, phone and email
- Vehicle Details: Year 2014, Make Honda, Model Civic, Color Silver, the 17 character VIN copied from the title (not typed from memory), odometer 98,450 miles, and the plate number
- Condition: Good, with a note such as "small dent on rear bumper, new tires in 2025"
- Sale Price: 6500 in USD, Payment Method: Cashier's Check, Location: Austin, TX
- Sold as-is: left ticked, since it is a private sale with no warranty
The preview then shows "2014 Honda Civic" under Property Description with the VIN, odometer and plate, a Total Sale Price of $6,500.00 written out as "Six thousand five hundred US Dollar", the transfer sentence naming both people, the as-is warning, and blank signature and date lines for each of them. Download the PDF, print two copies, and both sign both copies.
On the day, Maria brings the signed-over title, the keys and her ID. Daniel brings the cashier's check and his ID. In Texas the buyer also files the state's own title application (Form 130-U) with the county tax office, so the bill of sale is a supporting record, not a replacement for that form. Other states have their own forms and rules, so check with your DMV before the sale.
Common Situations for a Bill of Sale
A bill of sale is most useful in private, person-to-person transactions where no dealership or broker is involved to paper the deal for you. It creates a dated, signed record showing exactly what changed hands, for how much, and between whom, evidence that protects both sides if a question comes up later. People commonly use one when:
- Selling a used car, motorcycle, or RV to a private buyer and transferring registration
- Buying or selling a boat, jet ski, or trailer that may need proof of ownership to register
- Selling business or farm equipment, tools, or machinery between individuals
- Handing over high-value electronics, furniture, instruments, or collectibles
- Selling livestock or other personal property where a receipt alone is not enough
Even when it is not strictly required, a written bill of sale is worth creating for any sale of meaningful value, because a verbal agreement is hard to prove after the fact.
Frequently Asked Questions
Is a bill of sale legally required?
It depends on where you live and what you are selling. Many jurisdictions require a bill of sale to register a used vehicle or vessel, while for general personal property it is often optional but strongly recommended. Requirements vary by state, province, and country, so check your local motor vehicle or licensing authority's rules before finalizing a sale.
Does a bill of sale need to be notarized?
Notarization is not universally required. Some jurisdictions mandate it for vehicle sales, while others accept a signed document without a notary. Even where it is optional, a notary can confirm the identities of the people who signed. This generator includes an optional notary acknowledgment block you can use or ignore. Confirm what your local rules require.
What is the difference between a bill of sale and a title?
A title is an official ownership document issued by a government agency, mainly for vehicles and vessels. A bill of sale is a private record of a transaction between a buyer and seller. They serve different purposes: the bill of sale documents that the sale occurred and on what terms, while transferring the title is usually the separate step that formally changes registered ownership.
What does selling something "as-is" mean?
Selling "as-is" means the buyer accepts the item in its current condition with no warranties or guarantees from the seller, so the buyer generally cannot come back later over defects. It is common in private used sales. Because consumer-protection laws differ by location, whether an as-is clause is fully enforceable can vary, so it is wise to describe the item's condition honestly in the document.
How many copies should we keep?
Both the buyer and the seller should keep a signed copy for their records. For vehicles and vessels, the buyer typically needs their copy when registering the item, and the seller's copy helps show they no longer own it. Keeping the document alongside any payment receipts is good practice.
Do I have to report the sale for taxes?
Possibly. Some jurisdictions charge sales or use tax on private vehicle and equipment sales, and the sale price on the bill of sale is often what tax is calculated from. Tax obligations vary widely, so consult your local tax authority or a qualified professional. This tool provides a document template only and does not offer legal or tax advice.
Tips for a Valid Bill of Sale
Be Specific
Include serial numbers, VINs, and detailed descriptions. The more specific, the better protected both parties are.
Keep Copies
Both buyer and seller should retain signed copies. For vehicles, you'll need this for DMV registration.
Document Payment
Note the payment method and keep receipts. For large transactions, consider using cashier's checks for safety.