Bill of sale template

What is a bill of sale, and when do you need one?

A bill of sale is a simple legal document that records the sale of an item from one person to another. It names the seller and the buyer, describes what was sold, states the price and the date, and is signed by both parties. In short, it is written proof that ownership changed hands and that money was paid for it.

You need one whenever you buy or sell something of value privately, especially a vehicle, boat, trailer, or piece of equipment. It protects the seller by showing the item was handed over in a certain condition on a certain date, and it protects the buyer by proving they now own it. For vehicles and other registered items, your state’s Department of Motor Vehicles (DMV) often requires a bill of sale to complete the title transfer and registration, and the IRS may treat the sale price as relevant for taxes.

What to include in a bill of sale

A valid bill of sale is short but must cover the essentials. Leave any of these out and it may not hold up.

• The parties. Full names and addresses of both the seller and the buyer.
• The item. A clear description, with any identifying numbers such as a VIN, hull ID, or serial number.
• The price. The amount paid, and the payment method.
• The date. The date the sale takes place.
• The condition. Whether the item is sold as-is or with any warranty.
• Signatures. Both parties sign and date. Some states or items also require a notary public.

Types of bill of sale

The core document is the same, but different items call for different details, which is why the generator has a tab for each.

• General. For personal property such as furniture, electronics, or collectibles.
• Vehicle. For a car, truck, or motorcycle. For the full vehicle version with odometer and title fields, use our car bill of sale.
• Boat. Includes the hull identification number and whether a trailer or motor is included.
• Trailer. Includes the trailer’s VIN or serial number and its type.
• Equipment. For machinery and tools, with make, model, and serial number.
• Furniture. For a piece or set, described by condition.
• Firearm. Records the sale with make, model, and serial number, and confirms it is lawful.
• Animal. For a pet or livestock, with breed, age, and any registration or microchip.

How to fill out a bill of sale, step by step

With the generator above this is quick. Choose the item type, then:

1. Describe the item being sold, with any serial or identification numbers.
2. Enter the sale price and how it was paid.
3. Set the date of the sale.
4. Add the seller’s and buyer’s names and addresses.
5. Add any extra terms, such as an as-is clause or an inspection note.
6. Download in Word or PDF, print two copies, and have both parties sign and date them.

Both the buyer and the seller should keep a signed copy for their records.

What “as-is” means

“As-is” means the buyer accepts the item in its current condition, with no promise from the seller that it is free of faults. Once an as-is bill of sale is signed, the buyer generally cannot come back later over a problem that was not disclosed as a guarantee. It is the most common way private sales are done, because the seller is not a dealer offering a warranty.

If you are the buyer, that makes inspecting the item before you sign essential. For a used car, that can mean a test drive and an independent inspection, and checking the fair value on Kelley Blue Book or Edmunds so the price is reasonable. If you are the seller, stating “as-is” in writing protects you from later claims, as long as you have not actively hidden a known defect. The template above includes a standard as-is clause, and you can add your own terms in the notes.

Notarizing, the DMV, and state rules

Whether a bill of sale needs to be notarized depends on your state and the item. Many states do not require notarization for a private sale, but some do for vehicles, and a document signed in front of a notary public is harder to dispute either way. If your state requires it, both parties sign in front of the notary, who then stamps the document.

Rules genuinely vary from state to state, especially for vehicles, boats, and firearms, and they change over time. Your state’s DMV website lists exactly what it needs for a title transfer, and many states publish their own official bill of sale form. This page gives you a solid general template, but it is not legal advice. For anything high-value or required for registration, check your state’s DMV or equivalent, and if in doubt, ask a licensed attorney.

Bill of sale vs. title vs. receipt

These three are easy to confuse, but they do different jobs. A bill of sale records the transaction and its terms. A title is the legal proof of ownership for a registered item like a car, and it is transferred separately through the DMV. A receipt simply confirms that a payment was made.

For a vehicle sale you usually need both a bill of sale and a signed-over title, and the buyer takes both to the DMV to register the car in their name.

Download in Word, PDF, or copy the text

The generator gives you three ways to take your bill of sale with you:

Tip: print two copies so both the buyer and the seller can sign and keep one.

Mistakes to avoid

• No identifying details. For vehicles and equipment, always include the VIN or serial number.
• Forgetting to state the condition. If it is an as-is sale, say so in writing.
• Only one signature. Both the buyer and the seller must sign and date.
• Guessing the price or date. Record the actual amount paid and the real date of sale.
• Assuming one form fits every state. Check your DMV’s rules for vehicles and other registered items.

Frequently asked questions