Can an Odometer Disclosure be e-signed?

Yes in most U.S. jurisdictions when ESIGN/UETA requirements are met: signer's intent, consent to electronic records, attribution, and retention. Confirm the receiving DMV accepts electronic signatures or RON for that specific document.

When is notarization required?

Notarization requirements depend on state DMV rules and whether the form is presented for title processing. Some states require a notary or witness; others accept unsigned copies. Check local DMV guidance before relying on e-signature alone.

What if the odometer reading is incorrect?

If mileage is unknown or altered, select the appropriate disclosure (e.g., 'not actual mileage') and provide an explanation. Intentional misstatement can lead to civil and criminal consequences and may give the buyer remedies.

Where should I file the completed statement?

Submit the original or certified copy to the state DMV when applying for title transfer; provide copies to buyer, seller, and any lienholder. Some DMVs accept electronic submission—verify their process first.

How long should I keep signed copies?

Retain copies for at least three years after the transaction; longer retention may be needed for tax, warranty, or state-specific rules. Maintain accessible electronic backups and secure originals where required.

Who must sign the statement?

The seller must sign to attest to the odometer reading; the buyer may also sign to acknowledge receipt. If the seller is a business, an authorized representative should sign and provide title or authority information.

Electronic Signature
Templates
Other
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!

What an Odometer Disclosure Statement Is and when it matters

An Odometer Disclosure Statement is a formal record that documents a vehicle's odometer reading at the time of transfer or sale. It typically includes vehicle identifiers (VIN, year, make, model), the numeric mileage reading, a declaration about the accuracy of that reading, names and addresses of buyer and seller, signatures, and the date. Many state DMVs and federal rules require a completed statement to process a title transfer or to establish legal evidence of mileage for resale, warranty, or lien purposes. The statement may require notarization or other authentication depending on jurisdiction and transaction type.

Why completing an accurate Odometer Disclosure Statement matters

A correct statement protects buyers and sellers, satisfies title transfer requirements, and creates a dated legal record of mileage. Accurate disclosure reduces risk of civil or criminal exposure for odometer tampering, supports lienholder interests, and helps ensure clear title transfer at the DMV.

Who commonly completes and relies on this form

Each signer should retain a copy; state DMV offices and lienholders commonly require an original or certified copy when processing title changes.

Private sellers and buyers — Complete at point of sale to provide official mileage disclosure.
Auto dealers and title services — Record mileage for inventory, title transfer, and warranty purposes.
Lienholders and transport companies — Receive copies to update security interests or shipping records.

Step-by-step: completing and submitting the statement

Follow these four high-level steps to complete a compliant Odometer Disclosure Statement.

01

Gather documents: Collect title, registration, and photo of odometer.
02

Enter vehicle details: Record VIN, year, make, model precisely.
03

Record mileage: Enter numeric reading and select accuracy box.
04

Sign and deliver: Sign, notarize if required, and submit to DMV or retain copies.

Online setup: configure fields and validations

Configure the digital form so required fields and validations reduce errors during eCompletion.

Field \| Configuration	Requirement \| Behavior
VIN field	Required \| Exact-length validation
Odometer field	Required \| Numeric-only, no commas
Date field	Required \| MM/DD/YYYY format enforced
Signature field	Required \| eSign with audit trail

Where to send completed statements and typical routing

After signing, route the document to the parties and to the agency or lender that must receive the record.

State DMV: Submit original or certified copy when applying for title transfer.
Buyer: Provide a dated signed copy for their records and registration.
Seller: Retain a signed copy to document the transfer date and mileage.
Lienholder: Send copy to update or release security interest as applicable.

Digital signature and file format considerations

Confirm the receiving DMV or lienholder accepts electronically signed or notarized records in your jurisdiction before relying solely on eSubmission.

File types: PDF and DOCX widely accepted
Signer authentication: Email, SMS code, or identity proofing
Audit trail: Timestamps, IP, and action log

Consequences of incorrect or missing odometer disclosure

Civil liability: Buyer may sue for damages

Criminal penalties: Intentional odometer tampering may trigger criminal charges

Title rejection: State DMV may refuse or delay title issuance

Warranty issues: Manufacturer or insurer may dispute coverage

Lien complications: Improper records can complicate lien releases

Rescission risk: Sale may be voided for material misstatement

Common mistakes that delay processing

Entering the odometer with commas or non-numeric characters, which can cause automated validation failures and DMV rejection.
Mismatching the VIN between the statement and the title, producing an administrative hold or return by the agency.
Failing to check the correct mileage accuracy box (actual vs not actual), which can be treated as misrepresentation.
Submitting unsigned or undated statements, or forgetting a required notarization, which often invalidates the record.

Practical tips for accurate, efficient completion

Use these best practices to reduce errors, speed title processing, and preserve a clear legal record.

Photograph odometer

Take a timestamped photo of the odometer showing the numeric reading and the dashboard VIN plate when possible; attach the image to the file to corroborate the declared mileage.

Confirm VIN and title data

Compare VIN, make, model, and year against the existing title and registration before submitting to avoid mismatches that can cause DMV returns or rejections.

Use standardized formats

Enter dates as MM/DD/YYYY and mileage as plain digits without punctuation to satisfy most DMV validation rules and automated intake systems.

Retain signed copies

Provide copies to buyer, seller, and lienholder and store a secure, accessible electronic copy to support future title questions or warranty claims.

Essential components of a professional Odometer Disclosure Statement

A complete statement includes several repeatable sections that serve legal, administrative, and evidentiary purposes.

Header

Form title and jurisdiction identification help determine which state or federal rules apply and guide downstream processing by DMV or title services.

Vehicle details

VIN, year, make, model, and body type are required identifiers that link the odometer reading to the specific vehicle.

Odometer declaration

Numeric reading plus an accuracy checkbox (actual, not actual, exceeded mechanical limits) provides the core factual statement about mileage.

Party information

Full legal names and addresses for buyer and seller ensure record matching and proper notification if issues arise after transfer.

Signature and date

Signed attestations with dates create the execution record; notarization or witnessed attestation may be required by state law.

Notary block

Where required, a notary acknowledgement or remote notarization record validates the identities and supports legal enforceability.

How different sellers use the statement in practice

These two concise scenarios illustrate typical workflows for private sellers and dealers.

Private sale example

A private seller signs the statement at point of sale with buyer present, attaches a photo of the odometer

The odometer reading is recorded and both parties keep copies
The buyer files the completed statement with the DMV when applying for title transfer, reducing later disputes.

Dealer transaction example

A dealer records the odometer in inventory management and populates the statement electronically

The dealer obtains required customer signature and, when needed, notary or RON
The dealer forwards a certified copy to the county DMV and retains the master copy for compliance and audit.

Comparison: eSignature options for completing and signing the statement

Platforms vary by price, bulk sending, audit trail, and HIPAA support. signNow is listed first for easy comparison.

	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	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about Odometer Disclosure Statements

Answers to common questions about validity, notarization, e-signatures, and what to do if the odometer is inaccurate.

Need help? Contact support

Can an Odometer Disclosure be e-signed?
Yes in most U.S. jurisdictions when ESIGN/UETA requirements are met: signer's intent, consent to electronic records, attribution, and retention. Confirm the receiving DMV accepts electronic signatures or RON for that specific document.
When is notarization required?
Notarization requirements depend on state DMV rules and whether the form is presented for title processing. Some states require a notary or witness; others accept unsigned copies. Check local DMV guidance before relying on e-signature alone.
What if the odometer reading is incorrect?
If mileage is unknown or altered, select the appropriate disclosure (e.g., 'not actual mileage') and provide an explanation. Intentional misstatement can lead to civil and criminal consequences and may give the buyer remedies.
Where should I file the completed statement?
Submit the original or certified copy to the state DMV when applying for title transfer; provide copies to buyer, seller, and any lienholder. Some DMVs accept electronic submission—verify their process first.
How long should I keep signed copies?
Retain copies for at least three years after the transaction; longer retention may be needed for tax, warranty, or state-specific rules. Maintain accessible electronic backups and secure originals where required.
Who must sign the statement?
The seller must sign to attest to the odometer reading; the buyer may also sign to acknowledge receipt. If the seller is a business, an authorized representative should sign and provide title or authority information.

Explore Templates

Proof of Claim Form Proposal to Provide Bakery Services License Agreement Letter Explaining Bankruptcy Sample Application Form Food Truck Parking Lease Agreement

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now

Field \| Configuration	Requirement \| Behavior
VIN field	Required \| Exact-length validation
Odometer field	Required \| Numeric-only, no commas
Date field	Required \| MM/DD/YYYY format enforced
Signature field	Required \| eSign with audit trail