Vehicle Bill of Sale template

Free vehicle bill of sale template

A vehicle bill of sale records the transfer of ownership for a vehicle; typically defined as a car, truck, motorcycle, or other motor vehicle (check your local state law). And like other types of bill of sales, this document serves as proof of the transaction, protecting both buyer and seller in case of disputes. Many states require a bill of sale for car title transfer, registration, or taxes, making it more than a good practice; it’s often legally required.

Our free, editable bill of sale template includes the most common sections found for proof of sale for vehicles including VIN number, make, model, year, odometer reading, purchase price, and the names and addresses of both parties. With Docusign, you can fill out the sales receipt online, print, and download for secure recordkeeping. 

This blank, fillable form provides an organized way to capture key details of this car purchase receipt. All you need is a free Docusign account to edit, send for signature, and store securely. And remember, selling a car without this form is like selling it without the wheels. You won’t get far with your car without a bill of sale.

What is a vehicle bill of sale?

A Vehicle Bill of Sale is a legal document that records the transfer of ownership of a motor vehicle from the seller to the buyer. It serves as an official receipt, provides proof of purchase, and is often required by state agencies to register and title the vehicle in the buyer’s name.

What is included in a vehicle bill of sale?

To be legally-enforceable and accepted by the appropriate authorities, a vehicle bill of sale should include:

• Full legal names and addresses of both the seller and the buyer

• Date of sale

• A detailed description of the vehicle, including make, model, year, Vehicle Identification Number (VIN), odometer reading, color, license plate number, and title number (if applicable)

• Purchase price and payment arrangements

• Odometer disclosure statement (as required by federal and state law)

• Representations and warranties clause affirming the seller’s right to sell and the status of liens or encumbrances

• Delivery details of the vehicle

• Signatures of both the seller and buyer

• Notary acknowledgment section, if required by your state

Additional (optional) clauses

While not mandatory, the following optional clauses may provide additional clarity or protection:

• Specific payment method details (cash, check, payment plan, etc.)

• Location and date of delivery

• Any additional warranties or guarantees, or explicit “as is” statements

• Contact information (phone and email) for both parties

• Statement of any included accessories or additional items (e.g., spare tires, manuals)

When do you need a vehicle bill of sale?

A vehicle bill of sale is crucial in several situations:

• Buying or selling a used vehicle: It's essential for both private party sales and transactions with dealerships to protect both the buyer and seller. It documents the terms of the sale and can prevent future disputes.

• Registering the vehicle: Many states require a bill of sale to register the vehicle in the new owner's name and to transfer the title.

• Proof of ownership: In case of theft, accidents, or legal disputes, the bill of sale serves as primary evidence of ownership.

• Tax purposes: It provides documentation for calculating sales tax and for tax deductions if applicable.

• Establishing "as is" condition: For private sales, it can explicitly state that the vehicle is being sold "as is," meaning the buyer accepts the vehicle with any existing defects and the seller is not responsible for repairs after the sale. This helps limit the seller's liability.

• Dispute resolution: If a disagreement arises between the buyer and seller, the bill of sale outlines the agreed-upon terms, which can be invaluable in resolving the issue.