Bill of Sale Requirements by State
A bill of sale is the legal receipt that transfers ownership of personal property from seller to buyer. But the "right" bill of sale depends on what state you're in and what you're selling. This guide gives you the state-by-state rules and what every version must contain.
Skip the reading? Create Bill of Sale now.
Live PDF preview • Fill in minutes • Instant download
Table of Contents
1. The Three State Groups
States fall into three buckets based on how formal the bill of sale must be for vehicle title transfer:
Notarization Required
Louisiana, Maryland, Montana, Nebraska, New Hampshire, West Virginia, Wyoming.
State Form Required
Alabama, Alaska, Arkansas, Colorado, Georgia, Idaho, Kansas, Kentucky, Mississippi, New Mexico, Oklahoma, Utah, Vermont — must use the DMV template.
Any Written Form
Remaining states accept any bill of sale that contains the required fields, no notarization required.
2. Universal Fields Every State Accepts
Build a template with these and you satisfy every state\'s minimum:
- Full legal names and addresses of seller and buyer
- Description of the item (VIN, make, model, year, color, mileage for vehicles)
- Sale price and payment method
- Date of sale
- "As-is" disclosure or warranty statement
- Signatures of both parties (with printed names)
- Odometer disclosure (required by federal law for vehicles under 10 years old)
3. When Notarization Is Worth the Trip
Even if your state doesn\'t require notarization, it is worth the $10 fee when:
- The sale is over $5,000
- There is a lien on the property
- You are transferring across state lines
- Buyer or seller is in another state
- Real property, boat, or aircraft is involved
Notarization does not make the document more legal — it makes the signatures harder to dispute if someone later claims forgery or duress.
4. DMV Process After the Sale
For vehicles, the bill of sale alone does not transfer title. You also need:
- Signed title (signed over to the buyer in the assignment section)
- Odometer disclosure statement
- Lien release if the loan was paid off
- Smog certificate (CA) or emissions check (many states)
- Application for title and registration (buyer completes at DMV)
Most states give the buyer 10–30 days after sale to retitle. The seller should submit a Notice of Transfer to the DMV within 5 days to escape liability for the car\'s use after sale.
5. "As-Is" Language That Actually Protects You
The magic phrase for private-party sellers is a clear, signed "as-is" clause that disclaims both express and implied warranties. A generic "sold as-is" can be challenged. Use specifics:
Seller sells and Buyer accepts the Property in its present "AS IS, WHERE IS" condition, with all faults, defects, and imperfections, and with no warranties whatsoever, express or implied, including but not limited to the implied warranties of merchantability and fitness for a particular purpose. Buyer has inspected the Property or has waived the right to inspect.
6. Frequently Asked Questions
Can I write a bill of sale on plain paper?+
In most states yes, as long as the required fields are present and both parties sign. For states requiring a DMV template, you must use the state form.
Does the buyer need a copy?+
Yes. Both parties should get a signed original. The buyer needs it for title/registration; the seller keeps it as proof of release of liability.
What if the sale is a gift?+
Most states let you mark the sale price as $0 or "gift" on the bill of sale. Some states (CA, NY) require a separate gift affidavit to avoid sales tax.
How long should I keep a bill of sale?+
At least four years, which covers most states' statutes of limitation for fraud and contract disputes. Seven years if the sale involved significant money or a business asset.
Ready to create your document?
Skip the blank-page problem. Our generator walks you through every field and produces a professional, print-ready PDF in minutes.
Create Bill of Sale — $9.99No account required • Instant PDF download