Bill of Sale Form Template, Free Download 2026

By Jessica Henwick, Editor-in-ChiefLegally reviewed by David Chen, Esq.
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When Do You Need a Bill of Sale?

You are selling or purchasing a used vehicle, boat, trailer, or other titled asset and need a vehicle bill of sale template or car bill of sale form as written proof of the transaction to transfer the title at your state's Department of Motor Vehicles or equivalent licensing agency.

A private-party sale of personal property valued at several hundred dollars or more, such as furniture, electronics, equipment, livestock, or collectibles, requires a printable bill of sale to establish the transfer of ownership and protect both the buyer and seller from future disputes.

A small business is selling equipment, inventory, or fixtures to another business or individual as part of an asset sale, and both parties need a clear record of what was transferred, the condition of the items, and the agreed purchase price for accounting and tax purposes. Our professional contract drafting service can prepare a detailed asset sale package with all supporting documentation.

You are gifting a vehicle or high-value personal property to a family member and need documentation showing the transfer was a bona fide gift for title transfer and tax purposes, including the fair market value at the time of transfer.

A promissory note template is being used to finance a private sale, and you need a bill of sale to document the underlying transaction, describe the collateral, and establish the buyer's obligation to pay the remaining balance.

You are purchasing an item at auction, estate sale, or through a private marketplace and want written confirmation of the sale terms, any warranties or "as-is" disclaimers, and both parties' contact information in case issues arise after the transaction.

📋 Tax Consideration: For vehicle sales, the IRS may require you to report the sale on your tax return if the vehicle was used for business purposes. Keep your bill of sale with your tax records to document the transaction amount and date.

📋 Drafting Note: Federal odometer fraud laws under 49 U.S.C. § 32703 carry severe penalties. The National Highway Traffic Safety Administration requires that odometer disclosures be included on the title itself for vehicles under 20 years old–but a separate odometer statement in the bill of sale provides an additional layer of documentation that protects both buyer and seller.

What Should a Bill of Sale Include?

Buyer and Seller Information

Include the full legal names, current residential or business addresses, and contact information for both the buyer and the seller. For business entities, include the legal entity name, state of formation, and the name and title of the authorized signatory. Accurate identification prevents disputes about who the actual parties to the transaction were.

Detailed Description of the Property

Describe the item being sold with enough specificity to uniquely identify it. For vehicles, include the year, make, model, color, Vehicle Identification Number (VIN), mileage at the time of sale, and license plate number. For other personal property, include serial numbers, model numbers, dimensions, materials, condition, and any distinguishing features. Vague descriptions like "one used car" are legally insufficient.

Purchase Price and Payment Terms

State the total purchase price in both numerals and written words to prevent alteration disputes. Specify the payment method (cash, certified check, wire transfer, or installment payments), the date payment was received, and whether a deposit or earnest money was applied. If the sale is financed through a promissory note template, reference the note and attach it as an exhibit.

Warranty Disclaimers or Guarantees

Clearly state whether the property is sold "as-is" without any warranties, or whether the seller provides specific warranties regarding condition, functionality, or title. In "as-is" sales, the disclaimer should explicitly state that the buyer accepts the property in its present condition and that the seller makes no representations about fitness for a particular purpose. Warranty language, governed by UCC Article 2, is one of the most commonly litigated aspects of private sales.

Title and Lien Representations

The seller should represent and warrant that they hold clear title to the property, that the property is free from all liens, encumbrances, and security interests, and that the seller has the legal right to transfer ownership. If any liens exist (such as an outstanding auto loan), they must be disclosed and the payoff arrangement documented. A buyer who fails to verify clear title may inherit the seller's debt obligations.

Odometer Disclosure (Vehicles)

Federal and state laws require an odometer disclosure statement for motor vehicle sales. The seller must certify the vehicle's mileage reading at the time of sale and indicate whether the reading is accurate, exceeds the mechanical limits of the odometer, or is known to be inaccurate due to tampering, repair, or replacement. Odometer fraud is a federal crime carrying significant penalties.

Signatures and Date of Sale

Both the buyer and seller must sign and date the bill of sale. Some states require notarization for vehicle bills of sale or transactions above a certain dollar amount. Include a witness signature line for additional evidentiary protection. The date of sale is legally significant because it establishes when ownership transferred, which affects liability for accidents, insurance coverage, and tax obligations.

Legal Details: Key Clauses in a Bill of Sale

Parties
1.1

This Bill of Sale (this "Bill of Sale") is made on [____________] by and between [____________] ("Seller") and [____________] ("Buyer").

Property Description
2.1

Seller hereby sells, transfers, and conveys to Buyer the following personal property (the "Property"): [detailed description including make, model, serial number, condition, and any identifying characteristics: ____________].

Purchase Price
3.1

The total purchase price for the Property is [$__________] (the "Purchase Price"), payable by [cash / check / electronic transfer / other: ____________].

Payment
4.1

Buyer has paid the Purchase Price in full upon execution of this Bill of Sale. Seller acknowledges receipt of the Purchase Price. [OR: Buyer shall pay the Purchase Price as follows: ____________.]

Transfer of Title
5.1

Seller hereby transfers and conveys to Buyer all of Seller's right, title, and interest in and to the Property, free and clear of all liens, encumbrances, and claims, effective upon execution of this Bill of Sale and receipt of the Purchase Price.

Condition and Warranty
6.1

The Property is sold ["AS IS" without any warranties, express or implied, including warranties of merchantability or fitness for a particular purpose / with the following warranty: ____________]. Buyer has inspected the Property and accepts it in its present condition. [OR: Seller warrants the Property against defects for ______ days from the date of sale.]

Representations
7.1

Seller represents that: (a) Seller is the lawful owner of the Property; (b) Seller has full right and authority to sell the Property; (c) the Property is free from all liens and encumbrances; and (d) Seller will defend Buyer's title against all claims. Buyer represents that Buyer has inspected the Property and is satisfied with its condition.

Indemnification
8.1

Seller shall indemnify Buyer against any claims arising from Seller's ownership of the Property prior to the date of sale. Buyer shall indemnify Seller against any claims arising from Buyer's ownership after the date of sale.

Governing Law
9.1

This Bill of Sale shall be governed by the laws of the State of [_____________]. This document constitutes the entire agreement regarding the sale of the Property and may be amended only in writing signed by both parties.

Signature Requirements

E-Signature Valid

Bills of sale are valid with electronic signatures in all 50 states under the ESIGN Act.

Related Contracts & Agreements Templates

A bill of sale is often used alongside other contracts & agreements documents. Depending on your situation, you may also need:

Vehicle Bill of Sale Template

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Free Boat Bill of Sale Form

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Download Motorcycle Bill of Sale

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Generate a custom bill of sale with AI instead

How to Fill Out a Bill of Sale

1

Enter Party Information

Fill in the full legal names and addresses of both the buyer and seller. If either party is a business entity, use the entity's legal name as registered with the state, not a trade name or DBA. Include phone numbers and email addresses for post-sale communication.

2

Describe the Property in Detail

Provide a thorough description of the property being sold. For vehicles, enter the VIN, year, make, model, body style, color, engine type, current mileage, and license plate number. For other property, include serial numbers, model numbers, condition ratings, and any accessories or attachments included in the sale. Attach photographs as exhibits if the item's condition is a material term.

3

Document the Sale Price and Payment

Enter the total purchase price in both numerical and written form (for example, "$5,000 (Five Thousand Dollars)"). Record the payment method, date of payment, and any deposit or trade-in value applied. If the purchase is financed, reference the promissory note or financing agreement and note the down payment amount.

4

Select Warranty or As-Is Terms

Check or complete the warranty section. For most private-party sales, an "as-is" disclaimer is standard. If the seller is providing any warranties, describe them specifically, including duration and what the warranty covers. For vehicle sales, complete the odometer disclosure statement with the current mileage reading and accuracy certification.

5

Verify Title and Lien Status

The seller should confirm clear title by signing the title representation section. If a lien exists on the property, document the lienholder's name, account number, outstanding balance, and the plan for satisfying the lien at or before closing. For vehicles, the physical title certificate should be signed over to the buyer simultaneously with the bill of sale.

6

Sign, Date, and Notarize

Both parties sign and date the bill of sale. Obtain notarization if required by your state for the type of property being sold. Make two original copies, one for each party, and save the completed bill of sale PDF for your records. For vehicle sales, both parties should retain a copy along with the signed title certificate for presentation at the DMV. File the bill of sale with your personal records and tax documentation.

Free Template vs Custom Bill of Sale

FeatureFree TemplateCustom (AI or Attorney)
Basic personal property bill of sale in printable format
Vehicle-specific form with VIN and odometer fields
State-specific DMV-compliant vehicle bill of saleSome states require specific statutory forms-
As-is disclaimer and warranty optionsFree version includes basic as-is language only
Installment sale with promissory note integration-
Business asset and bulk sale templatesIncludes inventory schedules and <strong>UCC</strong> compliance-
Lien disclosure and title verification sections-
Notary and witness acknowledgment blocks

Key Facts About Bill of Sale Documents

Bill of sale documents transfer of ownership.

Seller transfers personal property to buyer.

Bill of sale records purchase price and terms.

Vehicle bill of sale required by DMV for registration.

As-is clause disclaims seller warranties.

Key Legal Terms in a Bill of Sale

bill of salesellerbuyerpersonal propertyvehicleconsiderationtitle transferas-is conditionwarrantyDMVnotarization

When a Free Template Is Not Enough

Free templates cover standard situations, but a professionally drafted bill of sale accounts for state-specific requirements, unusual circumstances, and enforceability considerations that generic forms miss. If your situation involves significant assets, complex terms, or potential disputes, request an attorney-drafted bill of sale with a custom quote based on your situation.

Bill of Sale Template FAQ

What is a bill of sale and do I need one?
A bill of sale is a legal document that records the transfer of ownership of personal property from a seller to a buyer. It serves as a written receipt and proof of the transaction, documenting what was sold, the price paid, the date of the transfer, and the identities of both parties. You need a bill of sale whenever you buy or sell a vehicle, boat, trailer, aircraft, or other titled asset, because the DMV or equivalent state agency will require it to process the title transfer. Even for untitled personal property such as furniture, electronics, equipment, or collectibles, a bill of sale provides legal protection for both parties by creating an evidentiary record of the transaction terms, including any warranty disclaimers or "as-is" conditions. Without a bill of sale, disputes about ownership, condition, price, or the existence of the sale itself become extremely difficult to resolve because there is no written record of what was agreed upon.
Is a bill of sale the same as a title?
No, a bill of sale and a title are two distinct documents that serve different legal functions. A bill of sale is a transactional document that records the terms of a specific sale, including the parties involved, the property description, the purchase price, and any warranties or disclaimers. It proves that a sale occurred and documents the agreed terms. A title, on the other hand, is a government-issued document that establishes legal ownership of a specific asset, most commonly vehicles, boats, and real property. When you sell a vehicle, you need both documents: the bill of sale records the transaction details, and the signed-over title certificate legally transfers ownership in the government's records. The bill of sale alone does not transfer title to a vehicle or other titled asset; the buyer must present the signed title and bill of sale to the DMV to complete the registration and obtain a new title in their name. For untitled personal property, the bill of sale effectively serves as the primary evidence of ownership transfer.
Does a bill of sale need to be notarized?
Notarization requirements vary significantly by state and by the type of property being sold. Several states, including Louisiana, Maryland, Montana, Nebraska, New Hampshire, and West Virginia, require notarization for vehicle bills of sale as a condition of title transfer at the DMV. Other states do not require notarization but strongly recommend it. For non-vehicle personal property, notarization is rarely required by law but adds an important layer of authentication that can prevent disputes about the validity of signatures or the circumstances of the transaction. Notarization is especially advisable for high-value transactions, sales between strangers, and any situation where the potential for future disputes is elevated. The cost of notarization is typically minimal (ranging from five to twenty-five dollars per signature) and provides valuable legal protection relative to the small expense involved.
Can I write my own bill of sale?
Yes, you can write your own bill of sale, and courts will generally recognize a handwritten or typed bill of sale as long as it contains the essential elements: identification of both parties, a description of the property, the purchase price, the date of sale, and both parties' signatures. However, using a properly structured template is strongly recommended because it ensures you do not omit critical provisions such as warranty disclaimers, odometer disclosures for vehicles, lien representations, or title warranties that protect you legally. A handwritten bill of sale that fails to include an "as-is" disclaimer, for example, could expose the seller to implied warranty claims under the Uniform Commercial Code. Similarly, a buyer who does not require a title warranty in the bill of sale may have limited recourse if the seller did not actually own the property or if a hidden lien surfaces after the purchase. For complex or high-value transactions, our document review drafting service ensures your bill of sale contains all necessary legal protections before you sign.
Does a bill of sale prove ownership?
A bill of sale serves as evidence that a transfer of ownership occurred, but it does not by itself prove current ownership of the property. For vehicles, boats, and other titled assets, the certificate of title is the definitive proof of ownership, and the bill of sale documents the transaction that justified the title transfer. In most states, a bill of sale alone will not allow you to register a vehicle or obtain a new title without the seller's signed title certificate. For untitled personal property such as furniture, equipment, livestock, and general goods, a bill of sale may be the primary or only documentation of ownership, making it essential to retain the original. The bill of sale establishes the chain of ownership by identifying the seller, the buyer, the property, the price, and the date. Our free bill of sale template includes all essential ownership transfer provisions.

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