A vehicle bill of sale form is a legal document that transfers the ownership of a vehicle from one party or parties (the Seller(s)) to another (the Buyer(s)). It specifies the details of the transaction, including but not limited to price, quality of the vehicle, and mileage. The document should be signed and retained by all parties participating in the transaction.
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A vehicle bill of sale form transfers the ownership of a vehicle from one party or parties (the Seller(s)) to another (the Buyer(s)). If the seller issues a warranty, that means the seller is assuring the buyer of the property transfer, much like a receipt. At the bottom of this page, you can find a blank, printable vehicle bill of sale template.
This should include all buyer names, and seller names (sometimes there is more than one buyer or seller. This is common among couples who put both their names on a vehicle), as well as the street addresses and any other relevant information. The seller must identify him or herself as the owner and explicitly state that he or she is transferring said property to the buyer.
To be considered legal, every vehicle bill of sale must have an official witness. This includes the full legal name and street address of the bill of sale’s witness.
This must include all pertinent vehicle information, including make, model, year, vehicle identification number (VIN), seller registration number, and physical details such as color, condition, and odometer reading. If the title of the vehicle has been applied in the past, this must also be specified.
This must specify the method of payment, the exact amount due, and payment schedule, including the number of installments and the date(s) that payment is due. If the vehicle is a gift, this must also be specified, and the relationship between the parties (parent/child, spouse/spouse) must be declared.
This must appear at the end and follow a direct statement conveying all parties’ agreement to the preceding terms of the vehicle sale, verifying the information contained in the document under penalty of perjury. It must include the signatures of the buyer, seller, and witness beside each of their printed full legal names, as well as the date the bill of sale is being signed.
Ease of tax reporting
"As-is" protection
Date of ownership transfer
Proof of ownership
Date of ownership transfer
Warranty information
Although a bill of sale form is an important part of the sale, it does not prove ownership. A title transfer, however, does prove ownership of a vehicle and finalizes the buying-selling transaction. A legally binding bill of sale makes the lives of both buyers and sellers substantially easier.
Planning to sell your car? Confused about how to do so? Want to make sure you get maximum value in your sale? Follow our step-by-step guide to help make sure you get the highest price possible and ensure you complete the process properly when selling your vehicle.
The first step in selling your car is to figure out how much your car is worth. Many online resources can easily help you do so, like this one: https://www.autotrader.com/car-values/.
Sites like this will most likely ask you general information about your car, including your zip code, make, model, year, body style, as well as actual mileage and the vehicle's condition.
Once you have a sense of what your car is worth, you’re ready to move on to Step 2. If your car is worth less than you’d hoped for, consider trading it in to a car dealership. You may be able to get more value for your car if offloading it is part of the purchase of a new or used vehicle.
Note: Each state has its laws regarding auto sales. Be sure to familiarize yourself with your state’s laws. You can find the necessary information on your state's Department of Motor Vehicles website. That being said, vehicle sales in virtually all states will require the following documents:
Title: Upon completion of the sale, you will sign the vehicle’s title over to the new owner. If the title is held by a bank, be sure to have the bank to sign over the title once the sale is complete.
If applicable, provide a list of any advertisements for the vehicle that the car has an outstanding balance. The process of transferring the title for a bank-owned car can be more complex. Transparency with any prospective buyer, therefore, will help the sale go smoothly.
Pro tip: Do any paperwork regarding the transfer of title at the bank that holds the title. You can also hire an escrow service to hold the title and manage the transferring of funds and title between you and your buyer. Escrow services generally charge a commission or a fee for their services, however, do not be put off by this extra expense. The extra protection is often worth the extra price.
Maintenance Records: You should have records and receipts documenting all of the maintenance and repairs are done on the vehicle. Assuming you've properly maintained the vehicle, these records can help you sell the car for the highest possible price because they provide written proof that the car has been properly taken care of.
If you don’t have maintenance records, you should be able to get copies of the documents from the dealer or mechanic(s) that you’ve used for service.
Bill of sale: This documents the terms and conditions of the sale and can release you from certain liabilities related to the transaction.
Release of liability: This protects you from financial liability for any damages or car-related issues incurred after the sale of the vehicle.
Warranty or “as is” documents: If the car is still under warranty, be sure to include all documents about the warranty coverage. If the car has no warranty, be sure to include language in the contract that makes it clear that the buyer will assume all responsibility for repairs and damages.
To sell any car, it should be:
Thoroughly clean and presentable for photographs. A cleaner car is a more attractive one to buyers, especially if you are listing it online. Cleaning the car should include:
Washing and waxing the exterior
Washing floor mats
Cleaning tires and rims
Cleaning ashtrays and any other car compartments
Washing windows
Up to date on maintenance. Change any old fluids, rotate tires, etc. Be sure to save receipts for all services to show potential buyers. If the car needs new tires or other “wear and tear” services you can either have the work done ahead of time in hopes of a higher sale price or inform potential buyers of the needed repairs before agreeing to a sale.
Photographed. Take pictures, lots of pictures. You should have multiple shots from different angles of the exterior, interior, wheels, and engine. Even if you end up not including all photos in advertisements, it is a good idea to have extra photos to show potential buyers upon request.
Make a game plan regarding where you want to advertise your vehicle. Advertisements to consider include websites, flyers, newspapers, social networks, word of mouth, and for sale signs in the car’s window.
Any for sale sign should include your phone number and the vehicle’s asking price. Reputable internet sites include eBay Motors, Cars.com, Autotrader.com, Kelley blue book, or Craigslist.
Advertisements for the vehicle, in any venue, should include the following:
Description of the seller and reason for selling
Seller profile picture (optional)
Asking price--be sure to also indicate if the price is firm or if you are willing to negotiate (i.e. “or best offer”)
Actual mileage
The condition of the vehicle
Vehicle history (accidents, damage, etc.)
Modifications, upgrades, or repairs, if applicable
VIN--this helps potential buyers order a vehicle history report if desired.
Number of owners
Photographs
In general, buying and selling a car on your own is a safe process. However, it is best to err on the side of caution when dealing with strangers. Therefore, we recommend the following guidelines for interacting with potential buyers:
Answer questions from interested parties by email or phone
Only set up test drives with serious buyers
Look out for fraud
Require any interested buyer’s full name
Identify which forms of payment you will accept checks and money orders come with more risk than cash, PayPal, etc.
Determine if potential buyers live in your area. This makes payment and arranging for test drives easier
Tips for Arranging Test-Drives:
Pick a safe, central location in a public place during the day
Ask to see potential buyer’s license
Accompany interested buyers on the test drive
Consider asking a friend or family member to attend as well, if possible
Assuming you are willing to negotiate the price, here are some tips for negotiating the highest price:
Don’t be afraid to make a counteroffer in response to the buyer’s initial offer
Decide beforehand the lowest price you are willing to accept and stick to it
Consider negotiating a price before meeting at the seller’s bank or credit union to finalize the sale
Here are some things to remember as you finalize the deal. If you agree to accept a cashier's check, be sure to accompany the buyer to their bank to get your money. After receiving payment, make sure to do the following:
Complete the bill of sale
Sign over the title
Get a release of liability signed and submit to DMV (if required)
Provide maintenance record copies (be sure to black out personal info)
Include any additional paperwork required by your state
Hand over keys and copies
Don't be surprised if a bill of sale template includes an "as is" clause. An “as is” bill of sale will stipulate that the transferred property has been inspected by the purchaser and that the seller disclaims any warranty as to the condition of the property.
Thus, the free bill of sale form will affirm that the purchaser is knowingly buying the property in its existing condition at the point of sale. This is perfectly normal and should not cause any alarm if it is included in a bill of sale template.
The following states require a bill of sale form when selling a vehicle:
The following states have less strict standards for the bill of sale forms when selling a vehicle:
If you’re preparing to sell a vehicle or even simply use it as an asset, you’ll need to have all your official paperwork in order. This means creating a vehicle bill of sale. Legally speaking, any bill of sale is a pretty heavy document. A vehicle bill of sale is no exception. Here are a few aspects to keep in mind when drawing yours up.
Oftentimes, people will use vehicles as collateral for loans. If you are doing this, you will need to be prepared to submit a vehicle bill of sale. You can tailor the sale terms to state that the sale only becomes valid if the loan is not repaid.
The specifics of what should comprise a bill of sale for cars vary from state to state. Some states, for example, require that a vehicle bill of sale form be notarized by a notary public. Others require that the odometer reading be recorded. Different states also have different rules in regards to using these bills of sale in loan arrangements. Be sure to check your state website for details.
If you are selling a vehicle on which a warranty is maintained, include that in the document. If you are selling the vehicle “as-is,” as many owners do, you need to state that. The term “as-is” covers you as far as damages or accidents are concerned. Just be sure the party you are selling to is on board with the “as-is” clause.
A simple vehicle bill of sale is an easy enough document to draw up. The main thing is to retain all necessary “legalese” and not miss any key points on laws in regards to sale price, transfer fees, and sales tax information. You can save yourself time and money by downloading a free vehicle bill of sale template at the bottom of this page.
In this section, the form identifies the buyer and seller of the transaction. In this section, provide the date that the vehicle is being transferred. Besides, provide the seller’s name and full address. Once this information has been provided, input the buyer’s name, and full address.
Next, enter the total price of the vehicle that has been received by the seller.
Enter the specific information about the vehicle. This includes the vehicle’s make, model, year, odometer, body type, VIN (Vehicle Identification Number) Number, and where the vehicle is being sold. Also, provide the form of payment that will be exchanged for the vehicle.
Enter the vehicle’s odometer reading. This statement certifies that this is the correct mileage of the vehicle to the best of the seller’s knowledge and that as far as he or she is aware, no alterations have been performed to the odometer reading.
Also, this section also allows the seller to declare whether or not the vehicle is being sold “As-Is”, without any warranties or if the vehicle will come with some sort of warranty. If the vehicle comes with a warranty, the seller may input the Limited Warranty Terms below.
Declare the date that the vehicle transfer is being commenced. Once this date is declared, ensure that both the buyer and the seller sign and date the agreement.
If your state requires a Witness to attest the execution of this agreement, provide the following information of your Witness:
Name
Address
Date
Witness’ Signature
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