How to Write a Vehicle Bill of Sale in the United States

What a bill of sale does — and what it doesn't

A bill of sale is proof that a sale happened: it records who sold what to whom, for how much, and on what date. It protects the seller by showing the vehicle was handed over on a specific day (useful if the buyer racks up tickets or tolls before registering), and it protects the buyer by documenting the price paid and the condition promised.

What it does not do on its own is transfer legal ownership. Ownership passes through the vehicle's title, endorsed by the seller and re-titled by the buyer at the state motor vehicle agency. Treat the bill of sale as the receipt and record that supports the title transfer, not a substitute for it.

Sell 'as is' or with a limited warranty

Most private-party sales are 'as is, where is,' meaning the buyer takes the vehicle with all faults and the seller gives no warranty of any kind — no implied warranty of merchantability or fitness. A clear 'as is' clause, paired with a statement that the buyer inspected and accepted the vehicle, is the seller's main protection against a later complaint that the car was defective.

Alternatively, the seller can offer a limited warranty — for example, warranting the engine and transmission for 30 days. If you do, spell out exactly what is covered and for how long, and state that everything not expressly warranted is still sold 'as is.' Vague promises invite disputes; specific ones contain them.

The federal odometer disclosure

Federal law (49 CFR Part 580) requires the seller to disclose the vehicle's mileage at the time of transfer. The seller certifies the odometer reading and states whether it reflects the actual mileage, exceeds the odometer's mechanical limits (rolled over), or is not the actual mileage. Knowingly giving a false odometer statement is a federal offense.

Critically, the disclosure on the bill of sale supplements but does not replace the odometer disclosure required on the title itself or on a separate secure odometer disclosure form. Both buyer and seller must complete and sign that title or secure-form disclosure for the transfer to be valid. Note that most very old vehicles are exempt from the disclosure, but when in doubt, disclose.

Title transfer and DMV registration

After the sale, the buyer is responsible for registration, title transfer, sales or use taxes, and insurance. The seller endorses the existing title over to the buyer, and the buyer presents the endorsed title and the bill of sale to the state motor vehicle agency to re-title and register the vehicle.

The title's status matters. A clean title transfers straightforwardly; a salvage or rebuilt title should be disclosed and accepted in writing; and selling with no title or a bonded title complicates the DMV transfer and may require the buyer to obtain a bonded title. If money is still owed under a deposit or installment arrangement, keep title with the seller until the balance is paid in full.

When to notarize and use witnesses

A handful of states require a vehicle bill of sale or the title assignment to be notarized before the DMV will process the transfer; most do not. Check your state's rule before signing. Even where it is optional, notarizing adds a layer of proof that the signatures are genuine, which can be worth it for a high-value vehicle or a sale between strangers.

A witness line serves a similar, lighter purpose — a neutral third party who saw both sides sign. Add a notary block, a witness line, or both when the extra formality is required or when you simply want the sale to be harder to dispute later.

Putting the document together

A complete private-sale bill of sale moves from the parties and the vehicle, through price and condition, to the mileage disclosure and signatures. Work through it in order and confirm the details against the vehicle and its title before anyone signs.

1. 1.Enter the seller and buyer full names and addresses.
2. 2.Describe the vehicle: type, year, make and model, VIN, and odometer reading — copy the VIN directly from the vehicle or title, not from memory.
3. 3.State the price and payment terms (paid in full, deposit with balance later, or installments), or mark it as a gift; keep title with the seller until any balance is paid.
4. 4.Choose 'as is — no warranty' or spell out a limited warranty.
5. 5.Complete the federal odometer disclosure and confirm it matches the disclosure on the title or secure form.
6. 6.Add a notary block and/or witness line if your state requires it or you want the extra proof, then have both parties sign and date; each keeps a copy.