Is an odometer statement always required?

Not always. Requirement depends on the vehicle age, transaction type, and state DMV rules. Dealers commonly require it; many states require disclosure when transferring a title. If unsure, confirm with the state DMV to avoid processing delays.

Can an Odometer Statement be electronically signed?

Yes in most jurisdictions. Electronic signatures are generally valid under the ESIGN Act and UETA when the signer shows intent and the record is retained. Verify state DMV accepts e-signed disclosures and whether an additional consumer disclosure or notarization is required.

When is notarization required?

Some states or title agents require notarization or witness signatures for odometer statements. Confirm the title agency and state DMV requirements before signing to avoid having to re-execute the form with a notary present.

What to do if odometer reading seems incorrect?

Do not alter the record. Note any discrepancy in the form using the available checkboxes or 'Not Actual' language, and document the issue in writing. Seek guidance from the buyer, dealer, or state DMV to correct the title chain if needed.

How long should I keep the completed form?

Retain the signed statement for at least three years after the transfer, and longer if required by state law or dealership policy. Maintain copies with sales or title files to support any future inquiries.

Who is liable for false mileage statements?

Liability depends on intent and jurisdiction. Sellers who knowingly misrepresent mileage may face civil and criminal penalties, and buyers may pursue damages or rescission through civil action or state enforcement agencies.

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Odometer Statement Form

Odometer Statement Form

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What an Odometer Statement Form Is and when it matters

An Odometer Statement Form documents a vehicle's mileage at the time of transfer or sale. It records the numeric odometer reading, the vehicle identification details, the date of transfer, and signatures from seller and buyer where required. States and federal agencies may require an odometer disclosure for title transfers, dealer transactions, or certain lien releases. Accurate completion reduces title disputes and supports resale, registration, and warranty claims.

Why accurate odometer disclosure matters

An accurate Odometer Statement Form protects buyers and sellers by documenting vehicle mileage at transfer, supporting legal title chain integrity, and reducing the risk of misrepresentation claims or title transfer delays.

Who typically completes an Odometer Statement Form

Keep copies of completed statements for the recommended retention period in case of later disputes or regulatory inquiries.

Private sellers and buyers: Use in peer-to-peer sales and to support title transfer at the DMV.
Licensed dealers and brokers: Attach the statement to dealer transfer paperwork and retail installment contracts.
Lenders and title services: Record mileage when releasing liens or updating secured-party records.

Core elements a professional Odometer Statement should include

A complete Odometer Statement Form combines vehicle data, an explicit mileage figure, transfer context, and signer attestations to create a reliable record for title transfer and legal compliance.

Vehicle identity

Vehicle make, model, year, and full VIN must appear to tie the mileage to the correct vehicle and title record.

Odometer value

Exact odometer reading in numbers; indicate if mileage reflects an odometer rollback, exceeds mechanical limits, or is not actual.

Transfer date

The date the vehicle changed hands — this anchors the disclosure and can affect statutory reporting windows.

Seller attestation

Signature and printed name of the seller with a statement certifying the odometer reading is accurate to the best of the seller's knowledge.

Buyer acknowledgment

Buyer signature or acknowledgment showing receipt and acceptance of the disclosed mileage at transfer.

Notary / witness

A notary or witness block when state law or the title agency requires notarization or witnessing for proof of execution.

Required data points at a glance

VIN: Full 17-character VIN

Mileage: Numeric odometer reading

Transfer date: MM/DD/YYYY

Seller name: Full legal name

Buyer name: Full legal name

Signature: Seller and buyer signatures

Step-by-step: completing an Odometer Statement Form

Follow these steps to complete the form cleanly and reduce risks of rejection during title processing.

01

Verify vehicle: Confirm VIN and vehicle description match the title.
02

Record mileage: Enter the odometer number exactly as displayed.
03

Sign and date: Seller signs, buyer acknowledges, and date is recorded.
04

Notarize if needed: Obtain notarization or witness signatures when state law or the title agent requires it.

Where completed odometer statements are sent

After signatures are collected, route the completed form to the correct parties depending on the transaction type.

State DMV: Attach with title application for registration and transfer.
Buyer / New owner: Provide copy for the buyer's records and lender requirements.
Dealer or broker: Dealer retains a copy and provides one to the buyer and title agent.
Lienholder: Send when a lien is released or when financing requires mileage documentation.

Digital signing and format considerations

Use an e-sign platform that retains a verifiable audit trail and can produce a tamper-evident signed PDF for DMV or title service review.

Supported formats: PDF, DOCX accepted for upload
Authentication options: Email, SMS code, or stronger methods
Audit trail: Timestamp, IP, and signature history

Practical tips for accurate and efficient completion

Adopt routines that reduce errors and make title processing smoother for all parties.

Match documents to title

Confirm the VIN, make, model, and year on the odometer statement match the title exactly. Discrepancies commonly cause DMV rejections and require corrected paperwork that delays transfer.

Record clear mileage

Write only the numeric odometer reading and specify 'miles' if required. If the odometer does not reflect actual mileage, check the form options for 'odometer reading not actual' to avoid misrepresentation claims.

Choose the right signing method

If notarization is required, use an authorized notary or RON provider that meets state rules. For electronic signing, confirm the platform preserves an audit trail and provides a tamper-evident signed PDF.

Retain copies and logs

Keep a signed copy and proof of delivery or submission; maintain records in a searchable archive for the recommended retention period to support any future title, warranty, or lien inquiries.

Common mistakes to avoid when preparing the form

Entering an incorrect VIN or transposing characters, which leads to title rejections and processing delays.
Recording mileage imprecisely or using ambiguous language like 'approximate' without clear indicators.
Failing to notarize when state law or the title agent requires a notarized signature or witness.
Not keeping a copy of the completed form, leaving parties without evidence in case of dispute.

Potential consequences of false or missing odometer disclosure

Civil penalties: Monetary fines may apply

Criminal risk: Intentional misrepresentation can carry criminal charges

Title delays: Incorrect forms can delay or block title issuance

Contract voiding: Sale contracts may be rescinded

Buyer remedies: Buyers may seek damages or rescission

Regulatory review: State DMV or federal agencies may investigate

Real-world situations where odometer statements are used

Examples illustrate how the form fits common transactions and why correct completion matters.

Private sale example

A private seller completes the odometer statement at handover to document mileage at transfer.

The buyer signs to acknowledge receipt of the stated mileage.
The seller keeps a copy and the buyer submits the statement to the local DMV with the title transfer to avoid later mileage disputes and ensure clean title issuance.

Dealer trade-in example

A dealer records odometer mileage when taking a trade-in and attaches the statement to the retail file.

The dealer notarizes if state law requires.
The dealer retains the signed statement with sales records for the retention period to support warranty claims, financing records, and title transfers to the next purchaser.

Sample eSignature vendor comparison for signing vehicle documents

Comparison of basic plan and feature presence for common eSignature vendors used to execute odometer statements and related title paperwork.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Odometer Statement Forms

Answers to common questions about when the form is required, signing, notarization, and recordkeeping.

Need help? Contact support

Is an odometer statement always required?
Not always. Requirement depends on the vehicle age, transaction type, and state DMV rules. Dealers commonly require it; many states require disclosure when transferring a title. If unsure, confirm with the state DMV to avoid processing delays.
Can an Odometer Statement be electronically signed?
Yes in most jurisdictions. Electronic signatures are generally valid under the ESIGN Act and UETA when the signer shows intent and the record is retained. Verify state DMV accepts e-signed disclosures and whether an additional consumer disclosure or notarization is required.
When is notarization required?
Some states or title agents require notarization or witness signatures for odometer statements. Confirm the title agency and state DMV requirements before signing to avoid having to re-execute the form with a notary present.
What to do if odometer reading seems incorrect?
Do not alter the record. Note any discrepancy in the form using the available checkboxes or 'Not Actual' language, and document the issue in writing. Seek guidance from the buyer, dealer, or state DMV to correct the title chain if needed.
How long should I keep the completed form?
Retain the signed statement for at least three years after the transfer, and longer if required by state law or dealership policy. Maintain copies with sales or title files to support any future inquiries.
Who is liable for false mileage statements?
Liability depends on intent and jurisdiction. Sellers who knowingly misrepresent mileage may face civil and criminal penalties, and buyers may pursue damages or rescission through civil action or state enforcement agencies.

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