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Legal Guide

Free Bill of Sale Templates (Word & PDF) — 2026 State Guide

•7 min read

Free Bill of Sale Templates: How to Write One & State Rules

Updated July 2026 · 6 min read · Legal Guide

If you are buying or selling high-value personal property—like a car, boat, motorcycle, or electronics—you need a bill of sale. It acts as a financial receipt and a legal shield, proving that ownership officially changed hands on a specific date for a specific price.

Without one, a seller could theoretically claim the item was stolen, or a buyer could hold the seller liable for accidents or tickets that occur after the transaction.

Below, you can download our free, fully customizable Bill of Sale templates in Microsoft Word (.docx) format. We’ve also outlined exactly how to fill them out and which states require a notary.

Download Free Bill of Sale Templates

Select the template that fits your transaction. You can open these in Word, Google Docs, or any compatible editor to fill in your specific details before printing.

Table of Contents

What is a Bill of Sale?

A bill of sale is a legal document that records the transfer of ownership of personal property from a seller to a buyer. Think of it as a detailed receipt.

It is important to note that a bill of sale does not prove ownership on its own for registered goods (like cars or boats). Instead, it is the document used to transfer the title. You take the bill of sale to the DMV or county clerk, and they issue the new official title in your name. For unregistered goods (like a laptop or farm equipment), the bill of sale is your primary proof of ownership.

Key Information Every Bill of Sale Needs

A basic hand-written note on a napkin can technically function as a bill of sale, but it won’t hold up well in court or at the DMV if it lacks key details. Any solid template should include:

  1. Party Information: Full names, physical addresses, and contact numbers for both the buyer and the seller.
  2. Detailed Description of the Item: Clear identifying markers. For vehicles, this means the VIN, make, model, year, and mileage. For general property, include serial numbers, colors, and physical conditions.
  3. The Purchase Price: The exact dollar amount paid. If the item is a gift or a trade, state that clearly (e.g., "Transferred for $0.00 as a gift").
  4. Date of Sale: The exact day the exchange took place.
  5. Payment Method: Whether paid in cash, cashier's check, bank transfer, or trade.
  6. Signatures: Both parties must sign and print their names.

How to Write a Bill of Sale in 5 Steps

Using our template makes this straightforward. Here is the process:

Step 1: Identify the Parties

Start by writing down the full legal names of the buyer and seller. Do not use nicknames. Include physical home addresses rather than P.O. Boxes, as this establishes legal jurisdiction if a dispute arises.

Step 2: Describe the Property Accurately

Be as specific as possible.

  • Bad description: "Used riding lawnmower."
  • Good description: "John Deere E120 Lawn Tractor, 2021 Model, Serial Number: 1GXE120AJK123456, Green/Yellow, containing minor cosmetic scratches on the left fender."

Step 3: State the Payment Terms and Value

Write out the purchase price in both numbers (e.g., "$4,500") and words ("Four thousand five hundred dollars") to prevent tampering. If the transaction is a trade, describe what is being exchanged. If it is sold "as-is," write that phrase in all-caps: "SOLD AS-IS, WITH NO WARRANTIES, EXPRESS OR IMPLIED."

Step 4: Add Signatures and Date

Both the buyer and the seller must sign. The date of the signatures must match the transfer date of the property.

Step 5: Notarize (If Required)

If your state requires a notary for this specific item, do not sign the document until you are standing in front of a licensed notary public. They must witness the signatures.

Motor Vehicle Bill of Sale Requirements

Selling a vehicle involves additional legal liabilities. If you do not report the sale correctly, you could be held liable for parking tickets, towing fees, or accidents caused by the new owner.

When using a Motor Vehicle Bill of Sale, make sure you include:

  • VIN (Vehicle Identification Number): The 17-digit code found on the dashboard and driver's side door jamb. Double-check this digit-by-digit.
  • Odometer Reading: The exact mileage at the moment of keys changing hands. Under federal law, both parties must sign an odometer disclosure for vehicles under 20 years old.
  • Title Number: The number from the current certificate of title.

Once signed, the seller should immediately submit a "Notice of Transfer and Release of Liability" to their state DMV to protect themselves from any future vehicle-related liabilities.

Do You Need a Notary? State-by-State Rules

Requirements vary heavily by state. For a general bill of sale (like furniture or electronics), a notary is almost never required. However, for motor vehicles, several states mandate notarization before you can register the car.

| State | Notary Required for Vehicles? | Special DMV Forms Needed? | | :--- | :--- | :--- | | Alabama | No (Unless county specific) | Yes, Title Application | | Arizona | ✅ Yes | Yes | | California | No | Yes, Reg 135 Form | | Florida | No | Yes, HSMV 82050 | | Georgia | No | Yes, Form T-7 | | Louisiana | ✅ Yes | Yes | | Maryland | ✅ Yes (If vehicle is < 7 years old) | Yes | | Montana | ✅ Yes | Yes | | Nebraska | ✅ Yes | Yes | | New York | No | Yes, MV-912 | | Ohio | No | Yes | | Texas | No | Yes, Form VTR-130-UI | | West Virginia | ✅ Yes | Yes |

Note: Even if your state does not require a notary, having a neutral third-party witness or notary sign the document is highly recommended. It prevents either party from claiming their signature was forged.

Frequently Asked Questions

Is a bill of sale legally binding?

Yes, once signed by both the buyer and the seller, a bill of sale is a legally binding contract. It can be used as evidence in small claims court to resolve disputes about payment, delivery, or the condition of the item.

Does a bill of sale transfer ownership?

For unregistered items, yes. For registered items (like vehicles, trailers, or boats), the bill of sale does not transfer ownership on its own. It is the proof of purchase required by the state to transfer the title. Ownership officially transfers when the DMV processes the title transfer.

What does "As-Is" mean in a bill of sale?

"As-Is" means the buyer accepts the item in its current condition, including any hidden defects. The seller makes no promises or warranties that the item will work or last. Once the sale is finalized, the buyer cannot ask for a refund or hold the seller responsible for repairs.

Can I write my own bill of sale?

Yes. You don't need a lawyer to draft a bill of sale. As long as it contains the names of both parties, a description of the item, the price, the date, and signatures, it is legally valid. Using a standard template ensures you don't accidentally omit necessary legal disclosures.