Free Bill of Sale Template

What a Bill of Sale Is and Who Needs One

A bill of sale is a legal document that serves as written proof that ownership of an item has transferred from a seller to a buyer in exchange for payment (or as a gift or trade). It records the key facts of the transaction: who sold what to whom, for how much, and when.

A bill of sale is needed any time you sell or purchase significant personal property, particularly when the item has a title (like a vehicle) or when the buyer and seller want a clear written record to protect themselves. Many states require a bill of sale when transferring vehicle titles at the DMV, and some specifically require the document for cars, boats, trailers, and firearms. Even when not legally required, a bill of sale protects both parties by documenting the agreed-upon price, condition, and any included or excluded items.

• Sellers of used cars, trucks, motorcycles, or RVs transferring the title to a buyer
• Buyers purchasing a vehicle privately who need documentation for DMV registration
• Boat owners completing a watercraft sale (vessel HIN number and state registration typically required)
• Sellers of firearms in states where a private sale record is required or recommended
• Anyone selling higher-value personal property like electronics, furniture, or collectibles
• Parties in a trade or gift transaction where a paper record is needed for tax or legal purposes

What to Include in a Bill of Sale Template

A complete bill of sale covers the identities of both parties, a clear description of the item, the price and payment method, and the date of transfer. Missing any of these elements can create problems if the transaction is later disputed or if the buyer needs the document to register the item with a government agency.

• Seller's full legal name, address, and contact information
• Buyer's full legal name, address, and contact information
• Item description: for vehicles, include year, make, model, color, mileage, and VIN number
• Serial or identification number: HIN for boats, serial number for firearms, VIN for vehicles
• Sale price in both numbers and words (e.g., $5,000.00 - Five Thousand Dollars) to prevent alteration
• Payment method (cash, check, cashier's check, electronic transfer)
• Date of the sale
• An as-is clause if the item is sold without warranties
• Both parties' signatures with printed names and dates
• Notarization or witness signature if required by the state

How to Complete a Bill of Sale Template Step by Step

Completing a bill of sale takes about 10 minutes if you have the item details and both parties' information ready. The key is being specific and accurate, particularly with the item description and VIN or serial number.

1. Fill in the date of sale. Use the actual date the money changed hands and the item transferred, not the date you started drafting the document.
2. Enter the seller's full legal name and address exactly as they appear on a government ID. Do the same for the buyer.
3. Describe the item specifically. For a car, include the year, make, model, color, body style, odometer reading, and full 17-character VIN. For a boat, include the Hull Identification Number (HIN). For a firearm, include make, model, caliber, and serial number.
4. Note the condition. If the sale is as-is, say so explicitly. If there are known defects, list them to protect the seller from future claims.
5. Record the sale price. Write it as both a number and spelled out in words.
6. Both parties sign and print their names. Have the document witnessed or notarized if your state requires it for the type of property being sold.
7. Make two copies: one for the seller and one for the buyer. Some states also require a copy to be submitted to the DMV or title agency.

Bill of Sale Template Types by Property

The information required on a bill of sale varies depending on what is being sold. Vehicle bills of sale need VIN numbers and odometer readings. Boat bills of sale need a Hull Identification Number. Firearm bills of sale require serial numbers and may need to include additional state-specific buyer verification language. Understanding which type of bill of sale you need helps you use the right template.

• Car bill of sale template: includes year, make, model, body style, color, mileage, and 17-digit VIN
• Vehicle bill of sale template: a broader version that covers cars, trucks, SUVs, and motorcycles
• Boat bill of sale template: requires the Hull Identification Number (HIN) and may require state registration transfer
• Motorcycle bill of sale template: similar to car bill of sale but with engine size and motorcycle-specific VIN
• Trailer bill of sale template: covers utility, boat, and enclosed trailers, typically requires a VIN or serial number
• Gun bill of sale template: includes firearm make, model, caliber, and serial number; state laws on private sales vary significantly
• RV bill of sale template: covers motorhomes and travel trailers, includes both the vehicle VIN and any chassis identification
• General personal property bill of sale: used for electronics, furniture, jewelry, or other items without a formal title

Bill of Sale Format Options: PDF, Word, and Printable

A bill of sale is most useful as a printed, signed document. Digital formats are fine for drafting, but the final document needs physical signatures (unless your state accepts digital signatures for the specific transaction type).

A bill of sale template in Word or Google Docs is the most convenient format for editing because you can type in the fields and print the completed version. A printable bill of sale template as a PDF is best if you just need a form to fill in by hand. Some states provide their own official bill of sale forms (often as PDFs on the DMV website), which may be required for vehicle transfers, so check your state's DMV requirements before using a generic template.

• Word bill of sale template: editable, easy to fill in on a computer, print when complete
• PDF bill of sale template: fill in by hand or using a PDF editor, most portable format
• Printable bill of sale template: blank form for handwriting, works with no computer needed
• Google Docs bill of sale template: cloud-editable, shareable with the other party for review before printing

Bill of Sale Tips and Important Considerations

A bill of sale protects both the buyer and the seller, but only if it is complete and accurate. A few common pitfalls can make an otherwise fine document useless in a dispute.

• Check your state's DMV requirements before using a generic template. Some states require specific language or official forms for vehicle title transfers.
• Never sign a blank bill of sale or one with unfilled fields. Blanks can be filled in later with terms you never agreed to.
• Keep the bill of sale even after you complete the title transfer. It establishes what price you sold the vehicle for, which matters for both parties' tax records.
• For vehicle sales, the seller should also remove their license plates before handing over the car, as plates are typically registered to the seller, not the vehicle.
• If the item has a lien (a loan the seller has not fully paid off), the bill of sale should note whether the lien is being paid off at sale or assumed by the buyer. Do not skip this.
• Notarization is required in some states for certain property types. Louisiana, Maryland, Montana, Nebraska, New Hampshire, and West Virginia have specific notary requirements for vehicle bills of sale.

Legal Disclaimer

This bill of sale template is provided for general informational purposes only and does not constitute legal advice. Laws governing private sales, title transfers, required disclosures, and notarization vary significantly by state and by the type of property being sold. Before relying on this template for a vehicle, firearm, boat, or any other transaction requiring a government title transfer, check your state's DMV or secretary of state website for official required forms and language. For transactions involving significant value, liens, legal disputes, or unusual circumstances, consult a licensed attorney in your state. GetTemplated is not a law firm and use of this template does not create an attorney-client relationship.