Is an odometer disclosure always required?

Federal and many state rules require odometer disclosure for most vehicle transfers; requirements vary by vehicle age and jurisdiction, so verify your state DMV's specific rule before completing the sale.

Can the form be signed electronically?

Yes, electronic signatures are generally valid under ESIGN and state UETA laws when the signer consents and the platform preserves a retrievable record; verify if your state or specific DMV accepts electronic submissions.

Who must sign the document?

The seller and buyer should sign and date the form. If a vehicle is sold by a business, an authorized representative should sign and provide title documentation or power of attorney evidence.

Is notarization or witnesses required?

Some states or specific title situations require notarization or witness signatures. Check local DMV rules — when required, notarization typically must be completed before submitting to the state.

How long should I keep the signed form?

Retain signed bills of sale and odometer disclosures for at least three years, and longer if tax, warranty, or lien issues might arise; some industries and states require extended retention.

What if the odometer reading is incorrect?

If you discover an incorrect odometer statement, notify the buyer and DMV immediately and complete a corrective affidavit as required by state law to avoid fraud allegations.

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Bill of Sale and Odometer Disclosure Statement

Bill of Sale and Odometer Disclosure Statement

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

Overview of the Bill of Sale and Odometer Disclosure Statement

A Bill of Sale and Odometer Disclosure Statement documents the transfer of ownership for a motor vehicle and records the vehicle's odometer reading at the time of sale. The combined form provides proof of the transaction, supports title transfer with state motor vehicle agencies, and creates a record for tax or warranty questions. It typically names buyer and seller, describes the vehicle (make, model, year, VIN), states the sale price or consideration, and includes the odometer disclosure required by federal and many state laws.

Why this form matters for sellers and buyers

The Bill of Sale with odometer disclosure protects both parties by documenting ownership transfer, establishing consideration, and creating an auditable record of the odometer reading. It helps prevent future title disputes, supports DMV title and registration processing, and may be required for tax reporting or lien release procedures.

Who typically completes this document

The Bill of Sale and Odometer Disclosure Statement is used by private sellers, commercial sellers (dealers), and buyers whenever a vehicle changes hands. Use the form whenever ownership transfers or a title is reassigned.

Private individuals selling personal vehicles — document transfer and avoid future disputes.
Dealerships and brokers completing serially for trade-ins or retail sales.
Financial institutions or lienholders releasing liens on sold vehicles.

Keep a signed copy for your records and provide required copies to the buyer and the state motor vehicle agency as applicable.

Essential parts of a professional Bill of Sale and Odometer Disclosure Statement

A complete document is concise but unambiguous: identify parties, describe the vehicle, state the transaction terms, record odometer information, note any warranties or 'as-is' language, and include signatures with dates and notarization if required by state law.

Parties

Full legal names and contact details for seller and buyer to establish who transferred and who acquired ownership.

Vehicle Description

Year, make, model, color, and Vehicle Identification Number (VIN) to uniquely identify the motor vehicle in question.

Odometer Statement

Exact odometer reading at time of sale and a declaration whether the mileage is accurate or exceeds mechanical limits.

Consideration

Sale price in dollars or detailed description of non-cash consideration to avoid ambiguity in tax or title matters.

Warranties

Explicit statement of any warranty or 'sold as-is' condition to set post-sale liability expectations.

Signatures

Signed and dated blocks for seller and buyer; include notary/witness lines if state law requires them.

Required data fields at a glance

Seller Name: Full legal name

Buyer Name: Full legal name

VIN: 17-character VIN

Odometer: Numeric miles/kilometers

Sale Amount: USD amount

Sale Date: MM/DD/YYYY

Step-by-step: completing the form correctly

Follow these steps in order to reduce errors and speed DMV processing.

01

Gather records: Collect title, VIN, and seller ID before starting.
02

Record odometer: Enter exact mileage and indicate accuracy or exemption.
03

State terms: Write sale price, payment method, and any conditions.
04

Sign and distribute: Both parties sign; provide copies to buyer and DMV.

Configuring an online workflow for the form

Set up a simple eSigning workflow to collect signatures, attachments, and automated copies for records.

Field	Configuration
Upload Document	Use PDF or DOCX for best compatibility
Add Signature Fields	Place signature, date, and initial fields clearly
Authentication Method	Choose email or SMS verification
Template Save	Save reusable template for repeat sales

Where to send completed copies and how filing typically works

After signing, provide copies to buyer, seller, lienholder, and file with the state motor vehicle agency if required.

Seller copy: Retain a signed copy for your records.
Buyer copy: Give the buyer a signed original for registration.
Lienholder copy: Send to lienholder if title is encumbered.
DMV filing: File with DMV or county as required by state.

Technical and platform considerations for digital completion

Digitally completing and signing the form requires a platform that supports standard file formats, signer authentication, and secure storage.

File Formats: PDF and DOCX supported
Integrations: Works with CRM and cloud storage
Authentication: Email/SMS or stronger options

Use a system that provides an audit trail, tamper-evident copies, and export options to meet DMV and recordkeeping requirements; verify the state's electronic acceptance rules before eFiling.

Typical timing and filing expectations

Timelines vary by state; confirm with your DMV. The following are common expectations to plan around.

Provide Bill of Sale:

At or immediately after transfer of possession

Title Transfer Window:

Submit to DMV within your state's deadline (commonly 10–30 days)

Odometer Disclosure:

Record odometer at time of sale for vehicles subject to disclosure

Tax Reporting:

Report sale details per state/local tax rules when required

Retain Copies:

Keep signed copies until statutory retention period expires

Penalties and risks of incorrect or missing information

Odometer Fraud: Civil and criminal penalties

Unsigned Document: Title transfer may be rejected

Late Transfer: State fines or late fees

Incorrect Amount: Tax reporting complications

Unreleased Lien: Buyer may receive encumbered title

Privacy Exposure: Personal data improperly shared

Common mistakes to avoid

Transposing VIN characters — double-check against the title and vehicle plate before signing.
Recording an incorrect odometer reading — always read and write exact mileage at transfer time.
Forgetting signatures or dates — missing signatures can void the transfer for DMV purposes.
Failing to notify DMV or lienholder — timely notice prevents liability and title problems.

Illustrative scenarios

Two typical use cases show how the form supports different seller profiles and filing paths.

Private Sale Example

A private seller transfers a 2012 sedan to a buyer and records the 112,340 miles on the odometer

Both parties sign a Bill of Sale and exchange payment
The buyer uses the signed document to apply for title transfer at the state DMV and retains a copy for tax records.

Dealer Sale Example

A dealership records trade-in information and the odometer reading for multiple vehicles

Dealer completes bills of sale and prepares lien release documents
The dealership files required disclosures with the DMV electronically and keeps an audit trail for compliance and warranty purposes.

eSignature vendor comparison for completing and storing the form

Key plan and feature differences for commonly considered eSignature vendors. signNow is listed first per table convention.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions and practical answers

Answers to common questions about validity, notarization, eSigning, and handling odometer discrepancies.

Need help? Contact support

Is an odometer disclosure always required?
Federal and many state rules require odometer disclosure for most vehicle transfers; requirements vary by vehicle age and jurisdiction, so verify your state DMV's specific rule before completing the sale.
Can the form be signed electronically?
Yes, electronic signatures are generally valid under ESIGN and state UETA laws when the signer consents and the platform preserves a retrievable record; verify if your state or specific DMV accepts electronic submissions.
Who must sign the document?
The seller and buyer should sign and date the form. If a vehicle is sold by a business, an authorized representative should sign and provide title documentation or power of attorney evidence.
Is notarization or witnesses required?
Some states or specific title situations require notarization or witness signatures. Check local DMV rules — when required, notarization typically must be completed before submitting to the state.
How long should I keep the signed form?
Retain signed bills of sale and odometer disclosures for at least three years, and longer if tax, warranty, or lien issues might arise; some industries and states require extended retention.
What if the odometer reading is incorrect?
If you discover an incorrect odometer statement, notify the buyer and DMV immediately and complete a corrective affidavit as required by state law to avoid fraud allegations.

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