Do I need a notarized Bill of Sale?

Notarization requirements vary by state and by item type. Some jurisdictions or registries require a notarized signature for vehicles or boats; others do not. Check the state motor vehicle agency or county recorder; when in doubt, notarize to reduce administrative rejection risk.

Can a Bill of Sale transfer legal title?

A Bill of Sale evidences the transfer of ownership, but legal title transfer often requires additional forms (title assignment, registration). For vehicles, the DMV typically requires the signed title certificate in addition to or instead of a bill of sale to complete the official transfer.

Is an electronic signature valid on a Bill of Sale?

Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally valid when intent and consent are present. Confirm any state-specific exceptions and use authentication and retention practices that meet registry or agency requirements.

What essential information must the form include?

Include full legal names, addresses, clear item description (make, model, year, VIN or serial), sale price or consideration, effective date (MM/DD/YYYY), any odometer reading, warranties or 'as-is' statements, and signatures from buyer and seller.

How long should I keep a Bill of Sale?

Retain Bills of Sale at least three years to meet IRS recordkeeping standards (IRC §6501(a)); for tax or real estate matters keep records longer (7–10 years). Healthcare-related transfers must follow HIPAA retention rules.

How do I correct an error on a completed form?

Prepare a corrected or amendment Bill of Sale signed by all parties, record the corrected document with the relevant agency if the original was filed, and consult counsel when liens, title, or tax implications exist to avoid disputes.

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Bill of Sale Form

Bill of Sale Form

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BILL OF SALE OF AUTOMOBILE

To be completed upon sale of motor vehicle.

MAINE

County of

$

(Purchase Price)

FOR AND IN CONSIDERATION OF the execution of a Promissory Note for $ and downpayment of $ , by , (Buyer(s), to , “Seller(s)”, Seller(s) do hereby bargain and sell to Buyer(s) the following personal property:

One (1) Motor Vehicle

Make

Model

Body Type

Vehicle Identification Number (VIN)

Year:

The said property I guarantee is my own and free of all claims and offsets of any and all kinds.

To have and to hold the same unto Buyer(s) and Buyer(s) executors, administrators and assigns, forever.

Seller(s) hereby covenant to and with Buyer(s)that Seller(s) is the true and lawful owner(s) of the above-described motor vehicle, that the same is free from all encumbrances whatsoever except the lien retained by Seller(s), that Seller(s) has good right to sell the same as aforesaid, and that Seller(s) will warrant and defend the same against all lawful claims and demands whatsoever.

Seller(s)

Signature

Print Name:

Signature

Print Name:

SWORN TO AND SUBSCRIBED BEFORE ME, this the day of , 20.

NOTARY PUBLIC

My Commission Expires:

ODOMETER DISCLOSURE STATEMENT

To be completed by Transferor (Seller)

Federal law (and State law, if applicable) requires that you state the mileage upon transfer of ownership. Failure to complete or providing a false statement may result in fines and/or imprisonment.

I, , state that the odometer now reads miles and to the best of my knowledge that it reflects the actual mileage of the vehicle described below, unless one of the following statements is checked.

I hereby certify that to the best of my knowledge the odometer reading reflects the amount of mileage in excess of its mechanical limits.

I hereby certify that the odometer reading is NOT the actual mileage.

WARNING - ODOMETER DISCREPANCY.

Make

Model

Body Type

Vehicle Identification Number (VIN)

Year:

Signature of Transferor (Seller):

Transferor's (Seller's) Information

Transferor's Name (Please Type or Print):

Street Address:

City:

State:

Zip:

Transferee's (Buyer's) Information

Transferee's Name (Please Type or Print):

Street Address:

City:

State:

Zip:

Signature of Transferee (Buyer):

DATE OF STATEMENT:

STATE OF MAINE

COUNTY OF

SWORN TO AND SUBSCRIBED BEFORE ME, this the day of , 20.

NOTARY PUBLIC

My Commission Expires:

PROMISSORY NOTE

(In Connection with Sale of Vehicle)

$

County, Maine

Date:

FOR VALUE RECEIVED, the undersigned Buyer(s), promise to pay to the order of , Seller(s), whose address is , the sum of ($), together with no interest, or with interest of percent per annum, payable in monthly installments of per month, with the first payment being due on the day of , 20 and a like payment on the same day of each month thereafter until fully paid.

THERE will be no pre-payment penalty on this Note.

IF DEFAULT is made in payment after demand, and such default shall continue for a period of 10 days, then the holder hereof may, at its option, declare the whole sum then remaining unpaid immediately due and payable. In case of any such default, the undersigned agrees to pay all costs of collection, including a reasonable attorney's fee, whether or not suit is instituted. Upon default for ten (10) days, the vehicle sold to Buyer in connection with this promissory note shall be returned to Seller(s) and Seller(s) is granted all rights of repossession as a secured party.

PRESENTMENT for payment, demand, notice of dishonor, protest, notice of protest and any homestead or personal property exemption allowed by the constitutions or laws of any state are hereby waived by the undersigned. Failure by the holder hereof to exercise any option granted it hereunder shall not constitute a waiver of future rights.

This Note is given to secure the payment of the purchase price of a vehicle, identified below:

Make:

Model:

Year:

VIN:

Title to the vehicle will either be (check option) retained by Seller until all payment due under this note are paid in full, or transferred to Buyer at execution of this note, in which case Seller retains a vendors lien in said vehicle and Buyer grants to Seller a security interest in the vehicle until this note is paid in full. If title is transferred to Buyer, Seller shall be listed as a lender on the title of the vehicle, whether or not Seller elects to perfect Seller’s security interest in the vehicle.

BORROWER/BUYER SS#

BORROWER/BUYER

BORROWER/BUYER SS#

BORROWER/BUYER

Seller Name, Address, Phone:

Buyer(s) Name, Address, Phone:

What a Bill of Sale Form Is and When it Applies

Bill of Sale Form is a written record documenting the transfer of ownership of tangible personal property or goods between a seller and a buyer. It identifies parties, describes the item, states the sale price or consideration, records the effective date, and includes signatures that evidence transfer of title. In the United States a Bill of Sale can be used for vehicles, equipment, boats, and personal property; requirements differ by state and by property type. A clear Bill of Sale reduces disputes, supports title transfers, and provides evidence for tax, registration, and warranty purposes.

Why a Proper Bill of Sale Matters

A correctly completed Bill of Sale Form creates objective proof of transfer, documents consideration, and helps both parties meet registration and tax requirements. It reduces uncertainty about ownership, clarifies liabilities and warranties, and establishes a dated record usable in legal or administrative proceedings.

Who Typically Prepares or Signs a Bill of Sale

Typical users who complete a Bill of Sale Form include individual sellers, private buyers, dealers, and administrative staff handling registrations.

Private seller transferring a vehicle to a private buyer for title and registration.
Dealership documenting sale of used equipment, providing proof for warranty and inventory records.
Estate administrator selling household property as part of asset disposition and probate.

Keeping these user roles in mind helps tailor fields, notary options, and state-specific language accurately.

Step-by-Step: Completing a Bill of Sale Form

Follow these steps to complete a Bill of Sale Form accurately, supporting transfer, tax reporting, and title registration.

01

Gather Information: Collect names, addresses, item details, price, and ID numbers.
02

Complete Form: Fill all required fields using MM/DD/YYYY where dates are requested.
03

Sign and Date: All parties sign in ink or via a compliant eSignature method with date.
04

Retain Copies: Provide copies to buyer, seller, and relevant agencies; keep originals for records.

How the Digital Signing Workflow Typically Operates

Typical digital workflow for a Bill of Sale Form moves from document creation to signature, verification, delivery, and secure storage with an audit trail.

Upload Document: Start with a PDF or DOCX copy of the Bill of Sale.
Add Fields: Place signature, date, and text fields for buyer and seller.
Authenticate Signers: Choose SMS code, email link, or stronger KBA as needed.
Deliver & Store: Send signed copies and retain an audit trail for compliance.

Recommended Online Workflow Settings for Bill of Sale Forms

Configure a repeatable online workflow to capture signatures, lock fields after signing, and route copies to registries or accounting systems.

Field	Configuration
Signature Field	Required, locked after sign
Date Field	MM/DD/YYYY format enforced
VIN/Serial	Alphanumeric, required for vehicles
Consideration Field	Numeric or text, exact amount required

eSignature Vendor Comparison for Bill of Sale Workflows

Compare common eSignature options for handling and signing Bill of Sale Forms; signNow is listed first per comparison requirements.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Security and Compliance Considerations

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Certifications: SOC 2 Type II available

HIPAA Support: BAA required for PHI

FDA Records: 21 CFR Part 11 support

Audit Trail: Detailed event history maintained

Primary Risks if a Bill of Sale Is Incorrect

Title Transfer Failure: Ownership may not legally transfer

Undisclosed Liens: Buyer may inherit unresolved liens

Tax Penalties: IRC §6721 reporting penalties possible

Odometer Misstatement: Federal fines for odometer fraud

Warranty Disputes: Liability for omitted defects

Revocation Risk: Seller may rescind if incorrect

Common Preparation Errors to Avoid

Omitting or misstating the VIN or serial number can prevent DMV recognition of the transfer and delay registration or title issuance.
Using ambiguous consideration language such as 'value' or 'fair market' complicates tax reporting and may trigger IRS backup withholding or audit scrutiny.
Failing to notarize when the state or county requires it for vehicle or boat transfers can invalidate the filing and lead to administrative rejection.
Permitting unsigned or undated signatures, or relying on initials instead of full signatures, creates ambiguity about the effective date and party intent.

Technical Formats and Integrations to Support Bill of Sale Workflows

Select platforms that accept common document formats, integrate with registries, and produce tamper-evident signed copies.

File Formats: PDF, DOCX, HTML, Excel
Integrations: Salesforce, NetSuite, Microsoft 365
Storage Connectors: Box, Google Drive, AWS

Frequently Asked Questions About Bill of Sale Forms

Answers to common questions about notarization, title effect, e-signatures, retention, and correcting mistakes when using a Bill of Sale Form.

Need help? Contact support

Do I need a notarized Bill of Sale?
Notarization requirements vary by state and by item type. Some jurisdictions or registries require a notarized signature for vehicles or boats; others do not. Check the state motor vehicle agency or county recorder; when in doubt, notarize to reduce administrative rejection risk.
Can a Bill of Sale transfer legal title?
A Bill of Sale evidences the transfer of ownership, but legal title transfer often requires additional forms (title assignment, registration). For vehicles, the DMV typically requires the signed title certificate in addition to or instead of a bill of sale to complete the official transfer.
Is an electronic signature valid on a Bill of Sale?
Under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, electronic signatures are legally valid when intent and consent are present. Confirm any state-specific exceptions and use authentication and retention practices that meet registry or agency requirements.
What essential information must the form include?
Include full legal names, addresses, clear item description (make, model, year, VIN or serial), sale price or consideration, effective date (MM/DD/YYYY), any odometer reading, warranties or 'as-is' statements, and signatures from buyer and seller.
How long should I keep a Bill of Sale?
Retain Bills of Sale at least three years to meet IRS recordkeeping standards (IRC §6501(a)); for tax or real estate matters keep records longer (7–10 years). Healthcare-related transfers must follow HIPAA retention rules.
How do I correct an error on a completed form?
Prepare a corrected or amendment Bill of Sale signed by all parties, record the corrected document with the relevant agency if the original was filed, and consult counsel when liens, title, or tax implications exist to avoid disputes.

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