Can an odometer disclosure be signed electronically?

Electronic signatures are generally acceptable when both ESIGN (15 U.S.C. ch. 96) and the applicable state law (UETA or state ESRA) allow electronic records for that transaction. Confirm with the receiving DMV or title agent because some states require a wet signature or notarization for certain transfers.

Is notarization always required?

Notarization requirements vary by state and by the type of transfer. Some title transfers require a notarized signature or a notary acknowledgement; others accept an unsigned or electronically signed disclosure. Check the state DMV instructions to confirm whether a notary is required for your transaction.

What happens if the odometer reading is wrong?

Incorrect mileage can lead to a title rejection, buyer claims, and potential civil or criminal exposure for fraud. Correct the error immediately by preparing an amended disclosure per state DMV procedures and retain evidence of the correction.

Who is authorized to sign the statement?

The seller or an authorized agent may sign; when a business or dealer transfers a vehicle, the signer should be an officer or agent with documented authority. If signing on behalf of another person, include proof of authorization to reduce disputes.

Do I need to keep a copy and for how long?

Keep the signed disclosure and supporting documents for at least three years; retain longer if tax, warranty, or state rules require it. For healthcare-related records attached to disclosures, HIPAA requires six years (45 CFR §164.530(j)).

How do electronic platforms handle identity and audit trails?

Reputable eSignature platforms capture signer identity, timestamps, IP addresses, and authentication events. For regulated workflows, choose a provider offering stronger authentication, tamper-evident PDFs, and exportable audit certificates to support legal admissibility.

Electronic Signature
Templates
Miscellaneous
Odometer Disclosure Statement

Odometer Disclosure Statement

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

ODOMETER DISCLOSURE STATEMENT

This Odometer Disclosure Statement is executed in connection with the transfer of the motor vehicle described below from the Seller to the Buyer. The parties hereby make the following statements and certifications regarding the odometer reading and related facts.

Parties

Seller Name: Seller Address:

Buyer Name: Buyer Address:

Vehicle Information

Year: Make: Model:

Body Type: Color:

Vehicle Identification Number (VIN):

Odometer Disclosure

The odometer now reads: (no tenths)

Check the box that best describes the odometer mileage:

Actual mileage: The mileage stated is the actual mileage of the vehicle.

Not actual mileage: The mileage stated is NOT the actual mileage. (Odometer discrepancy)

Exceeds mechanical limits: The odometer reading exceeds its mechanical limits.

Mileage unknown: The mileage is unknown to the seller.

Certification

Seller's Certification: The undersigned Seller certifies, to the best of Seller's knowledge, that the odometer reading above reflects the actual mileage of the vehicle described above unless one of the odometer status boxes is checked. Seller understands that providing false information on this statement is a violation of law and may subject the Seller to civil and criminal penalties.

Seller Driver's License or ID Buyer Driver's License or ID Disclosure Remarks (if any)

Date of Transfer / Sale: Location (City, County, State):

Acknowledgment by Buyer: Buyer acknowledges receipt of this Odometer Disclosure Statement and understands the odometer reading disclosed above. Buyer accepts the vehicle in its current condition with respect to the odometer disclosure.

Additional Provisions

Remedies and Penalties: The parties acknowledge that misrepresentation of odometer reading may give rise to civil claims for damages and/or criminal penalties under applicable law. This Statement may be used as evidence in any proceeding arising from the transfer of the vehicle.

Governing Law: This Statement shall be governed by and construed in accordance with the laws of the state in which the vehicle transfer occurs, without regard to its conflict of law provisions.

Entire Agreement: This Odometer Disclosure Statement constitutes the entire written odometer disclosure between the parties with respect to the vehicle described herein and supersedes any prior oral or written statements regarding the vehicle's mileage.

Seller Printed Name:

By:

Date:

Buyer Printed Name:

By:

Date:

What the Odometer Disclosure Statement Is and When it Applies

An Odometer Disclosure Statement records the vehicle odometer reading at the point of sale or transfer to establish mileage history and help prevent odometer fraud. It commonly accompanies a title transfer or bill of sale and identifies the vehicle by VIN, odometer reading, date, seller, and buyer. Federal and state motor vehicle laws require accurate disclosure in many transfers; some jurisdictions use a separate DMV form while others include the statement on the title. The statement creates a written record that supports clear chain-of-custody for mileage information.

Why a Clear Odometer Disclosure Statement Matters

A complete statement reduces legal and financial risk, supports accurate vehicle history for resale or finance, and documents mileage at transfer. It helps prevent allegations of odometer tampering and streamlines title processing with DMV offices.

Who commonly completes an Odometer Disclosure Statement

Different parties may prepare or sign the statement depending on the transaction type and whether a dealer or private party is involved.

Private sellers and buyers completing a direct vehicle sale or gift transaction and delivering a simple bill of sale.
Motor vehicle dealers and their title clerks when transferring inventory, repossessed vehicles, or trade-ins.
Lienholders, agents, or DMV/title service providers completing transfers, lien releases, or salvage transactions.

Ensure the signer has authority to act for the named party and that the VIN and mileage are entered accurately before signing.

Step-by-step: completing and submitting the statement

Follow these core steps to prepare an accurate disclosure and ensure the receiving office or buyer accepts the record.

01

1. Verify VIN: Confirm VIN matches title and vehicle.
02

2. Read Odometer: Record the current whole-mile reading clearly.
03

3. Complete Parties: Enter buyer and seller legal names and addresses.
04

4. Sign and Date: All required signers sign in presence/notary if required.

How to set up an online Odometer Disclosure workflow

Configure a reusable digital workflow to collect readings, signatures, and supporting evidence while preserving an audit trail.

Field	Configuration
Upload Document	Accept PDF or DOCX; use a DMV form template.
Add Signature Fields	Place signer, date, and checkbox fields.
Authentication	Enable email or SMS code for signer identity.
Save Template	Reuse for multiple vehicle transfers.

Technical considerations for electronic completion

Choose a platform that preserves audit trails, supports common file formats, and meets your authentication needs.

File Formats: PDF, DOCX supported
Signer Authentication: Email, SMS code, KBA
Audit Trail: IP, timestamp, action log

Confirm the DMV or title service accepts electronic or remote-signed odometer statements in your state before e-submitting.

Typical eSubmission workflow for an odometer disclosure

A standard eSigning workflow collects the reading, secures signatures, and produces a tamper-evident record for distribution or filing.

Prepare Form: Upload template and place fields.
Assign Signers: Add seller and buyer contact info.
Authenticate: Signer confirms identity via chosen method.
Complete: Signed copy and certificate are generated.

Core components of a professional Odometer Disclosure Statement

A compliant statement contains standardized elements that permit title processing and serve as legal evidence of mileage at transfer.

Title Reference

Reference the vehicle title number or title document so the disclosure can be matched to the proper title record at the DMV or lienholder.

Vehicle Details

Provide make, model, year, and the full 17-character VIN so the disclosure unambiguously identifies the specific vehicle being transferred.

Odometer Reading

State the numeric odometer reading in whole miles and indicate whether the mileage is actual, exceeds mechanical limits, or is unknown.

Disclosure Statement

Include a short declarative statement that the reading is accurate to the best of the signer's knowledge or note any known discrepancies.

Signatures

Provide printed names, dated signatures, and titles for seller, buyer, and any agent authorized to sign on their behalf.

Notary / Witness

Include notary acknowledgement or witness lines if the state or receiving agency requires notarization or witness verification.

Export, storage, and record formats to preserve evidentiary value

Choose formats and storage methods that provide tamper evidence, long-term access, and compatibility with DMV or lienholder processes.

Signed PDF

Export a timestamped PDF with an audit trail embedded or attached to maintain signing metadata and tamper evidence.

PDF/A Archive

Store an archival PDF/A copy for long-term retention and reproducible recordkeeping.

CSV Data Export

Extract structured fields (VIN, odometer, parties, dates) in CSV for bulk records or inventory reconciliation.

Audit Certificate

Keep the certificate of completion showing IP, timestamps, and authentication method alongside the signed document.

Practical tips for accurate and efficient completion

Apply these practices to reduce rejection risk, simplify title processing, and maintain a reliable mileage history for the vehicle.

Verify VIN in multiple places

Compare the VIN on the title, vehicle dashboard, and disclosure form to prevent mismatches that commonly cause DMV rejections and processing delays.

Record exact numbers and evidence

Write the odometer value in numerals, take a timestamped photo of the instrument cluster, and attach it to the disclosure when possible.

Confirm signer authority

Ensure the person signing for a business or dealer is authorized and that their title is recorded to avoid later disputes about binding authority.

Retain copies for buyers and sellers

Provide and keep signed copies for both parties and any lienholders; retaining records reduces future title or warranty disputes.

Common mistakes to avoid when preparing the statement

Entering an incorrect VIN or transposing characters, which can prevent matching to the vehicle title.
Recording mileage with decimals, text qualifiers, or nonstandard formatting that DMV systems reject.
Using initials or stamped signatures when original handwritten or authenticated signatures are required.
Failing to notarize or attach required DMV form copies in jurisdictions that mandate notarization.

Potential consequences of an incorrect or omitted disclosure

Civil Liability: Buyer claims for damages

Criminal Exposure: Fraud charges possible

Title Delays: DMV rejection or processing hold

Finance Impacts: Loan funding delayed or voided

Resale Issues: Lower resale value or claims

Warranty Disputes: Manufacturer or dealer claims

eSignature platform comparison for completing odometer disclosures

Common capability and pricing dimensions for electronic signing platforms used to collect odometer disclosures and title-related signatures.

	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	Yes — 7-day trial, no credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	No	No

Frequently asked questions about Odometer Disclosure Statements

Answers to common questions about signing, notarization, electronic submission, and recordkeeping for odometer disclosures.

Need help? Contact support

Can an odometer disclosure be signed electronically?
Electronic signatures are generally acceptable when both ESIGN (15 U.S.C. ch. 96) and the applicable state law (UETA or state ESRA) allow electronic records for that transaction. Confirm with the receiving DMV or title agent because some states require a wet signature or notarization for certain transfers.
Is notarization always required?
Notarization requirements vary by state and by the type of transfer. Some title transfers require a notarized signature or a notary acknowledgement; others accept an unsigned or electronically signed disclosure. Check the state DMV instructions to confirm whether a notary is required for your transaction.
What happens if the odometer reading is wrong?
Incorrect mileage can lead to a title rejection, buyer claims, and potential civil or criminal exposure for fraud. Correct the error immediately by preparing an amended disclosure per state DMV procedures and retain evidence of the correction.
Who is authorized to sign the statement?
The seller or an authorized agent may sign; when a business or dealer transfers a vehicle, the signer should be an officer or agent with documented authority. If signing on behalf of another person, include proof of authorization to reduce disputes.
Do I need to keep a copy and for how long?
Keep the signed disclosure and supporting documents for at least three years; retain longer if tax, warranty, or state rules require it. For healthcare-related records attached to disclosures, HIPAA requires six years (45 CFR §164.530(j)).
How do electronic platforms handle identity and audit trails?
Reputable eSignature platforms capture signer identity, timestamps, IP addresses, and authentication events. For regulated workflows, choose a provider offering stronger authentication, tamper-evident PDFs, and exportable audit certificates to support legal admissibility.

Typical user profiles for an Odometer Disclosure Statement

Dealer — Title Clerk

A title clerk at a licensed motor vehicle dealer prepares and attaches the odometer disclosure as part of the title transfer packet, verifies VIN and mileage, coordinates any required notary or witness, and submits the combined paperwork to the state DMV or a third-party title service.

Private Seller

An individual selling a vehicle completes the disclosure when transferring ownership, records the odometer reading, signs in the buyer's presence or before a notary as required, and provides copies to the buyer and to the buyer's agent or lienholder when requested.

Security and compliance considerations for electronically stored disclosures

Encryption: TLS 1.2/1.3 transit, AES-256 at rest

Certifications: SOC 2 Type II, ISO 27001

Regulatory: ESIGN and UETA compliant

HIPAA: BAA available when required

Audit Logs: Detailed signer activity records

Accessibility: WCAG 2.0 Level AA

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