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Bill of Sale Form

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Declaration of Guardian: Assets Held in Financial Institutions (DCLR)

Superior Court of Washington

County of

In the Guardianship of:

Incapacitated Person

No.

Declaration of Guardian:

Assets Held in Financial Institutions (DCLR)

Sealed Financial Source Document

Clerk’s Action Required

File this declaration under a completed form WPF GDN 03.0200, Sealed Confidential Guardianship Document Cover Sheet.

The Guardian of the Estate of the person named above makes the following affidavit pursuant to the provisions of RCW 11.92.096:

1. Cause Number:

2. The Guardian was appointed by order entered on

3. The Incapacitated Person’s name is:

4. The number of each account holding the assets of Incapacitated Person and the number of the Safety Deposit Box, if any, in the Incapacitated Person’s name are:

Account Number:

Account Number:

Safety Deposit Box Number:

5. Address of client or depositor. The incapacitated client or depositor has the following address:

6. Name and Address of Guardian to be provided assets or access to assets:

7. The description of and the value of the assets, or, where the value cannot be readily ascertained, a reasonable estimate thereof is in the attachment or as follows:

and the Guardian receives delivery or control of each asset solely in the capacity of Guardian.

8. The date the Guardian assumed control over the assets was:

9. A true and correct copy of the Letters of Guardianship duly issued by a Court to the Guardian is attached to this declaration.

I certify (or declare) under penalty of perjury under the laws of the State of Washington that the foregoing is true and correct.

Signed at (city) , (state) on (date)

Signature of Guardian

Print Name of Guardian

WSBA

CPG#

*If you do not want your personal phone number on this public form, you may list your telephone number on a separate form which may be available to parties and the court, as well as its staff and volunteers, but will not be made available to the public. Use Form WPF GDN 03.0100, Guardianship Confidential Information form (Telephone Numbers), for this purpose.

Important information for the person completing this form:

Delivery of Assets to Guardian

All financial institutions as defined in RCW 30.22.040 (12), all insurance companies holding a certificate of authority under chapter 48.05 RCW, or any agent who constitutes a salesperson or broker dealer of securities under the definitions of RCW 21.20.005 (hereafter individually and collectively referenced as “institution”) shall provide the Guardian access and control over the asset(s) described in (a)(vii) of RCW 11.92.096, including but not limited to delivery of the asset to the Guardian, upon receipt of the affidavit as outlined therein.

Instructions Per RCW 11.92.096:

Envelope, with postage prepaid, addressed to the Clerk of the Court issuing letters of Guardianship. The affidavit shall be sent in the envelope by the institution to the Clerk of the Court together with a statement signed by an agent of the institution that the description of the asset set forth in the affidavit appears to be accurate, and confirming in the case of cash assets, the value of the asset [RCW 11.92.096(b)].

Safety Deposit Box. Any Guardian provided with access to a safety deposit box pursuant to subsection (1) of section RCW 11.92.096 shall make an inventory of the contents of the box and attach this inventory to this affidavit before this affidavit is sent to the Clerk of the Court and before the contents of the box are released to the Guardian. Any inventory shall be prepared in the presence of an employee of the institution and the statement of the institution required under subsection (1) of section RCW 11.92.096 shall include a statement executed by the employee that the inventory appears to be accurate. The institution may require payment by the Guardian of any fees or charges then due in connection with the asset or account and of a reasonable fee for witnessing preparation of the inventory and preparing the statement required by this subsection or subsection RCW 11.92.096 of this section.

Any institution to which an affidavit complying with subsection (1) of RCW 11.92.096 is submitted and rely on the affidavit without inquiry and shall not be subject to any liability of any nature whatsoever to any person whatsoever, including but not limited to the institution’s client or depositor or any other person with an ownership or other interest in or right to the asset, for the reliance or for providing the Guardian access and control over the asset, including but not limited to delivery of the asset to the Guardian.

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What a Bill of Sale Form Is and why it matters

A Bill of Sale Form is a written record documenting the transfer of ownership of tangible personal property from a seller to a buyer. It identifies the parties, describes the item sold, states the sale price or consideration, and records the date of transfer. While the Bill of Sale itself may not replace title or registration documents required by state agencies, it serves as evidence of the transaction, helps establish purchase price and date for tax purposes, and can reduce disputes about ownership or condition if retained by both parties.

Why use a formal Bill of Sale Form

A clear Bill of Sale Form reduces legal ambiguity by documenting the who, what, when, and how of a sale. It provides proof of transfer for title or registration processes, supports accurate tax and accounting records, and protects buyer and seller by describing condition and any warranties or disclaimers.

Why use a formal Bill of Sale Form

Who typically completes a Bill of Sale Form

Sellers and buyers complete Bills of Sale in many contexts where ownership transfers outside full public-record title systems.

  • Private vehicle sellers — Individuals selling cars between private parties, recording odometer and price for DMV and tax needs.
  • Dealers and dealers' agents — Motor vehicle dealers use Bills of Sale alongside title assignments to document retail or wholesale transfers.
  • Businesses disposing assets — Companies selling equipment or inventory to third parties for tax and audit documentation.

Using a consistent template helps each party capture necessary details upfront and preserves evidence in case of later disputes.

Step-by-step: filling out a Bill of Sale Form

Follow a consistent order to reduce errors and ensure the document is legally useful.

  • 01
    Identify parties: Enter full legal names and contact details for seller and buyer.
  • 02
    Describe item: Include make/model, serial or VIN, and distinguishing features.
  • 03
    State consideration: Record exact sale price or other consideration and payment terms.
  • 04
    Sign and date: All parties sign and date where indicated; add notarization if required.

Essential sections a professional Bill of Sale should include

A well-structured Bill of Sale covers identity, item specifics, payment, transfer mechanics, and acknowledgements to create a clear legal record.

Party Identification

Full legal names, addresses, and contact information for seller and buyer, and entity details for corporate parties.

Detailed Description

Precise description of the property including VIN/serial number, model year, odometer reading for vehicles, and unique identifiers.

Consideration

Exact sale amount, payment method, deposit details, and whether any trade-in or lien is part of the transaction.

Terms and Warranties

Explicit statements about 'as-is' condition, express warranties, or disclaimers; include any agreed repairs or allowances.

Transfer of Title

Language describing when title and risk of loss pass to buyer and any seller obligations to assist with registration.

Authentication

Signature blocks, printed names, dates, and optional notary or witness acknowledgements to meet state requirements.

Required information fields at a glance

Seller: Full name and address
Buyer: Full name and address
Item details: VIN/serial, make/model
Consideration: Exact sale price
Sale date: MM/DD/YYYY
Signatures: Seller and buyer signatures

Key penalties and legal risks of an incorrect Bill of Sale

Incorrect TIN: Backup withholding 24%
Missing signatures: Document may be unenforceable
Unclear consideration: Tax basis disputes possible
Failure to transfer title: Liability for registration issues
Fraudulent statements: Civil and criminal exposure
Notarization errors: State rejection of record

Common mistakes to avoid when preparing a Bill of Sale

  • Using informal language or vague terms that fail to describe the item clearly and invite later dispute.
  • Omitting VIN, serial number, or odometer reading for vehicles, which often delays title or registration transfers.
  • Failing to indicate the exact consideration or using ambiguous terms like 'fair value' instead of a stated dollar amount.
  • Neglecting state-specific signature, witness, or notarization requirements, causing rejection by DMV or other agencies.

Typical process flow for completing and delivering a Bill of Sale

A clear sequence ensures both parties can complete downstream title, tax, and registration tasks without delay.

  • Prepare form: Complete identification, item description, price, and date fields.
  • Sign parties: Seller and buyer sign; obtain witness or notary if required.
  • Exchange payment: Record payment method and confirm consideration received.
  • Deliver copies: Provide signed copies to buyer, seller, and any required agency.

How to set up a digital Bill of Sale workflow

Configure fields and authentication to match legal requirements and reduce signer friction.

Field Configuration
Auto-fill fields Use template data to populate repeated fields
Authentication Email, SMS code, or stronger methods if required
Signer order Set role-based signing sequence when needed
Output formats Export signed PDF, DOCX, or retain audit log

Digital signing and platform considerations

Choose platform settings that meet identity, format, and retention requirements for your jurisdiction.

  • Integrations: Salesforce, NetSuite, Microsoft 365
  • File formats: PDF, DOCX, HTML
  • Authentication: Email, SMS, KBA options

Timelines and timing considerations to remember

Timing obligations often come from state DMV, tax authorities, or buyer-seller contract terms; verify local rules before finalizing the transaction.

Title transfer window:

State-specific; often 10–30 days to avoid penalties

Provide W-9 on request:

No fixed deadline; supply when payer requests

1099 reporting:

File by Jan 31 if reportable payments occurred

Notarization timing:

Complete notarization at signing if required

Retain copies:

Keep originals until registration completes

How a Bill of Sale differs from a vehicle title assignment

Compare common document types to know which you need for ownership transfer and agency filing.

Document Bill of Sale Vehicle Title
Purpose proof of sale evidence of legal title
Evidence of ownership supportive primary
Filing required no (varies) yes (dmv)
Typical signer seller and buyer registered owner

eSignature vendor comparison for signing a Bill of Sale Form

Basic pricing and feature contrasts to consider when choosing an eSignature solution. signNow appears first for parity in the table.

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 free trial Varies Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Real-world examples of Bills of Sale in practice

Two short stories illustrate how organizations and small businesses use Bills of Sale to streamline transfers and reduce friction.

Optica Ventures LLC

Optica used a standard Bill of Sale for asset transfers to streamline closings.

  • The form captured condition and price.
  • The result: quicker ownership handoffs and a clear record for accounting and buyer warranty expectations.

Martin Properties

A property manager used Bills of Sale for fixture transfers during closings.

  • Each form included serial numbers and delivery terms.
  • The documentation reduced disputes with buyers and supported faster property turnover and accurate depreciation records.

Frequently asked questions about the Bill of Sale Form

Answers to common questions about validity, notarization, signing, and recordkeeping for Bills of Sale.


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