How to Write a Bill of Sale

A bill of sale records the sale and transfer of ownership of an item — most commonly a vehicle — from a seller to a buyer. It works as a receipt and as proof of the transaction, and for a car it is often needed to register the vehicle or transfer the title. Writing one is simple; the key is to be complete and accurate.

Our free vehicle bill of sale template includes everything below.

1. Buyer and seller details

Record the full names and addresses of both the seller and the buyer. Both parties should be clearly identified — this is who the transfer is between.

2. Describe the item precisely

For a vehicle, include the make, model, year, color, and — most importantly — the VIN (vehicle identification number). Precise identification is what ties this document to the specific item being sold and prevents later disputes.

3. Purchase price and payment

State the sale price and how it was paid (cash, transfer, etc.) and the date. If it is a gift or a nominal-price transfer, say so — the figure can matter for taxes and registration.

4. Odometer disclosure (for vehicles)

Recording the odometer reading at the time of sale is legally required for vehicle transfers in many places. Include the mileage and note if the reading is not the actual mileage (for example, if the odometer is broken or has rolled over). Our template has an odometer disclosure statement built in.

5. "As is" and clear title

Most private sales are "as is," meaning the buyer accepts the item in its current condition with no warranty. Say so clearly. The seller should also warrant that they own the item free of any liens (loans or claims against it), so the buyer gets clean ownership.

6. Both parties sign — and keep a copy

Both the buyer and seller should sign and date the bill of sale, and each should keep a copy. A signed digital copy is easy to store and share; electronic signatures are valid for a bill of sale in most places, though for title and registration you should also follow your local motor-vehicle authority's specific requirements.

Disclaimer: This article is for general informational purposes only and is not legal advice. Title, odometer, and registration rules vary by jurisdiction; check your local motor-vehicle authority's requirements.