What is a vehicle bill of sale?
A vehicle bill of sale is a written record showing that a seller transferred a car, truck, motorcycle, trailer, or other vehicle to a buyer. It usually identifies both parties, describes the vehicle, states the purchase price and date, and records any important conditions. The document can help both sides prove what was agreed and when possession changed.
When is it commonly used?
Private vehicle sales are the most common use. A bill of sale may also document a gift, transfer between relatives, sale of a trailer or off-road vehicle, transfer of an unregistered vehicle, or sale where the agency requests extra proof of the transaction. It can record a deposit, payment plan, “as-is” condition, included equipment, or delivery arrangement.
Both buyer and seller should keep a complete copy. The seller may need proof of the transfer date to address later tolls, tickets, insurance questions, or liability notices. The buyer may need the document for tax, registration, title, financing, or insurance purposes.
Who typically needs it?
Private buyers and sellers, vehicle owners transferring to relatives, estate representatives, businesses selling company vehicles, and people handling trailers or recreational vehicles may need a bill of sale. Dealers often use their own purchase agreements and state-required forms.
Is notarization legally required?
Notarization requirements vary by state, vehicle type, form, and transaction. Some jurisdictions require notarized signatures on a bill of sale or title document, while others accept ordinary signatures. An agency may also require notarization only in special situations, such as a missing title, power of attorney, gift, or correction.
Check the official motor vehicle agency instructions before signing. If notarization is required, confirm which party must sign, whether witnesses are needed, and what notarial certificate is expected. Notarizing a bill of sale does not transfer title by itself.
Can a vehicle bill of sale be notarized online?
A bill of sale may be eligible for remote online notarization when applicable rules allow electronic signing and the receiving motor vehicle agency accepts the result. The signer appears on live video, completes identity verification, and signs under the notary’s direction.
Motor vehicle agencies can have strict rules about original titles, wet signatures, electronic documents, and county or state forms. Confirm acceptance before the session. Even when the bill of sale is notarized online, a paper title or separate original document may still need to be delivered.
Identification and information to prepare
Each signer should have an acceptable unexpired government-issued photo ID. Names on the bill of sale should match the title and identification as closely as possible. Online signers also need individual email access, a camera, microphone, and stable internet connection.
Prepare the vehicle identification number, year, make, model, body type, color, title number, license plate when relevant, odometer reading, sale price, payment method, transfer date, and buyer and seller addresses. Also identify liens, included equipment, known conditions, warranties, and whether the vehicle is sold as-is. Never guess at a VIN or odometer figure.
Step-by-step process
- Review agency requirements. Download any required state or county form and confirm notarization rules.
- Verify ownership. Compare the seller names, VIN, title number, and lien information.
- Agree on terms. Record price, payment, delivery, condition, and included items.
- Prepare the bill of sale. Enter all facts accurately and keep signature areas blank when required.
- Complete the notary session. Each required signer verifies identity and signs as directed.
- Exchange documents and payment safely. Follow the agreed process and keep receipts.
- Finish title and registration. Submit the title, bill of sale, taxes, and other required records promptly.
What should be reviewed before signing?
Compare the VIN character by character on the vehicle, title, and bill of sale. Verify the odometer reading and whether federal or state disclosure language is required. Confirm the price, date, buyer and seller names, and any deposit or balance due. Do not leave important blank spaces that could be completed later without agreement.
Read all “as-is,” warranty, damage, and lien statements. A bill of sale can have significant legal and financial consequences, so parties with disputes, missing titles, liens, inherited vehicles, or unusual terms should obtain appropriate professional guidance.
Frequently asked questions
Does a bill of sale replace the vehicle title?
Usually not. The title is the primary ownership document. A bill of sale supports the transaction but does not replace a properly assigned title unless an agency has a specific exception process.
Do both buyer and seller need notarization?
That depends on the state form and agency instructions. Some require only the seller, some require both parties, and others do not require notarization at all.
Can I notarize a bill of sale after it was signed?
An acknowledgment may sometimes be completed after signing if the signer personally appears and acknowledges the signature. A witnessed signature or jurat may require signing again in the notary’s presence.
What if there is a lien on the vehicle?
The lien must be handled according to the title and lender requirements. A notarized bill of sale does not remove a lien or prove that the debt has been paid.
Should the odometer reading be included?
Often yes, and a separate official odometer disclosure may also be required. Use the actual reading and follow the motor vehicle agency’s instructions.
Can an online notarized bill of sale be printed?
Yes, an electronic notarized document can generally be printed, but the receiving agency may require the electronic original or a specific paper original. Confirm its policy.
Does the notary check the vehicle or payment?
No. The notary does not inspect the vehicle, verify the VIN against government records, hold funds, or guarantee payment. The notary’s role is limited to the notarial act.