What is a bill of sale?
A bill of sale is a short legal document that records the sale of an item from a seller to a buyer. It proves the transfer of ownership and the terms both sides agreed to: what was sold, for how much, and on what date. For higher-value items like vehicles and boats, it is often needed to register the item or transfer the title.
Think of it as the receipt that also protects you. If a dispute comes up later, the signed bill of sale is the record of who owned what, and when, and whether the item was sold "as-is."
When do you need one?
Selling or buying a used car, truck, motorcycle, or trailer
Transferring a boat, jet ski, or personal watercraft
A private firearm sale where you want a record of the transfer
Selling equipment, furniture, livestock, or other valuable personal property
Any time the buyer needs proof of purchase for registration, tax, or insurance
What a bill of sale should include
A complete bill of sale answers six questions. State-specific versions add the exact fields your DMV or county actually asks for.
Who: full legal names and addresses of the buyer and seller
What: a detailed description of the item (for vehicles: year, make, model, VIN, odometer)
How much: the sale price, and how payment was made
When: the date of sale
Condition: whether there is a warranty, or the item is sold "as-is"
Signatures: the seller's, the buyer's, and a notary's if your state requires it
How to write a bill of sale
Fill in each party's details, describe the item precisely, state the price and date, note the condition or warranty, and have both parties sign. DocsGenie prompts you for each field in plain language and formats it into your state's accepted form, so nothing gets missed.
Tip: Make two copies. The seller keeps one as proof they no longer own the item; the buyer keeps one to register or title it.
Does it need to be notarized?
It depends on your state and the item. A handful of states require notarization for vehicle transfers; most don't for general property. The table below and each state page show exactly what's required.
The federal odometer disclosure requirement
For most vehicle sales, federal law requires the seller to give the buyer a signed, accurate odometer reading at the time of transfer, not just a state form. This comes from the Truth in Mileage Act, codified at 49 U.S.C. § 32705, with NHTSA's implementing rules in 49 CFR Part 580.
The disclosure is usually made directly on the vehicle's title, but many states also capture it on the bill of sale itself. A handful of exceptions apply, including vehicles 20 model years or older and those with a gross vehicle weight rating over 16,000 pounds, which is why the odometer field still matters even on older cars where the number itself may not be required.
"As-is" sales and warranty disclaimers
Marking an item "as-is" (or "as-is, where-is") is meant to tell the buyer they're accepting the item in its current condition, with no promise it will keep working or is free of defects.
Courts generally enforce a clear, conspicuous as-is disclaimer under state adaptations of the Uniform Commercial Code, but it has limits. It typically doesn't protect a seller who affirmatively lied about a known, serious problem, and some states restrict as-is sales for certain categories like used cars sold by licensed dealers (private party sales are usually treated differently than dealer sales).
If you're making any promises at all, spell them out; if you're not, say "as-is" plainly rather than leaving the condition section blank.
Private firearm sales: what a bill of sale does and doesn't cover
A firearm bill of sale documents the transfer, price, and a description of the firearm (make, model, caliber, and serial number), which both parties benefit from having on record.
It is not a substitute for whatever background-check or dealer-transfer process your state requires: several states require private-party sales to go through a licensed dealer for a background check. Federal law prohibits selling to someone you know or reasonably believe cannot legally possess a firearm regardless of what a bill of sale says.
Check your state's specific private-sale rules before relying on the bill of sale alone.
Common mistakes to avoid
Leaving the odometer blank on a vehicle sale
Forgetting to mark the item "as-is" when there's no warranty
Using a generic form that ignores your state's specific requirements
Not keeping a signed copy for your own records
Assuming a bill of sale satisfies a state's background-check requirement for a firearm sale