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Seller's Certificate and Vehicle Bill of Sale

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Bill of Sale of Automobile

To be completed upon sale of motor vehicle.

State of North Dakota

County of

$

(Purchase Price)

FOR AND IN CONSIDERATION OF the execution of a Promissory Note for $ and downpayment of $ , by , (Buyer(s), to , “Seller(s)”, Seller(s) do hereby bargain and sell to Buyer(s) the following personal property:

One (1) Motor Vehicle

Make

Model

Body Type

Vehicle Identification Number (VIN)

Year:

The said property I guarantee is my own and free of all claims and offsets of any and all kinds.

To have and to hold the same unto Buyer(s) and Buyer(s) executors, administrators and assigns, forever.

Seller(s) hereby covenant to and with Buyer(s) that Seller(s) is the true and lawful owner(s) of the above-described motor vehicle, that the same is free from all encumbrances whatsoever except the lien retained by Seller(s), that Seller(s) has good right to sell the same as aforesaid, and that Seller(s) will warrant and defend the same against all lawful claims and demands whatsoever.

Seller(s)

Print Name:

Print Name:

SWORN TO AND SUBSCRIBED BEFORE ME, this the Print Name: day of , 20 .

NOTARY PUBLIC

My Commission Expires:


Odometer Disclosure Statement

To be completed by Transferor (Seller)

Federal law (and State law, if applicable) requires that you state the mileage upon transfer of ownership. Failure to complete or providing a false statement may result in fines and/or imprisonment.

I, , state that the odometer now reads miles and to the best of my knowledge that it reflects the actual mileage of the vehicle described below, unless one of the following statements is checked.

I hereby certify that to the best of my knowledge the odometer reading reflects the amount of mileage in excess of its mechanical limits.

I hereby certify that the odometer reading is NOT the actual mileage.

WARNING - ODOMETER DISCREPANCY.

Make

Model

Body Type

Vehicle Identification Number (VIN)

Year:

Signature of Transferor (Seller):

Transferor's (Seller's) Information

Transferor's Name (Please Type or Print):

Street Address:

City: State: Zip:

Transferee's (Buyer's) Information

Transferee's Name (Please Type or Print):

Street Address:

City: State: Zip:

Signature of Transferee (Buyer):

DATE OF STATEMENT:

STATE OF NORTH DAKOTA
COUNTY OF

SWORN TO AND SUBSCRIBED BEFORE ME, this the day of , 20 .

NOTARY PUBLIC

My Commission Expires:


Promissory Note

(In Connection with Sale of Vehicle)

$ County, North Dakota

Date:

FOR VALUE RECEIVED, the undersigned Buyer(s), promise to pay to the order of , Seller(s), whose address is , the sum of ($), together with no interest, or with interest of percent per annum, payable in monthly installments of per month, with the first payment being due on the day of , 20 and a like payment on the same day of each month thereafter until fully paid.

THERE will be no pre-payment penalty on this Note.

IF DEFAULT is made in payment after demand, and such default shall continue for a period of 10 days, then the holder hereof may, at its option, declare the whole sum then remaining unpaid immediately due and payable. In case of any such default, the undersigned agrees to pay all costs of collection, including a reasonable attorney's fee, whether or not suit is instituted. Upon default for ten (10) days, the vehicle sold to Buyer in connection with this promissory note shall be returned to Seller(s) and Seller(s) is granted all rights of repossession as a secured party.

PRESENTMENT for payment, demand, notice of dishonor, protest, notice of protest and any homestead or personal property exemption allowed by the constitutions or laws of any state are hereby waived by the undersigned. Failure by the holder hereof to exercise any option granted it hereunder shall not constitute a waiver of future rights.

This Note is given to secure the payment of the purchase price of a vehicle, identified below:

Make: Model: Year: VIN:

Title to the vehicle will either be (check option) retained by Seller until all payment due under this note are paid in full, or transferred to Buyer at execution of this note, in which case Seller retains a vendors lien in said vehicle and Buyer grants to Seller a security interest in the vehicle until this note is paid in full. If title is transferred to Buyer, Seller shall be listed as a lender on the title of the vehicle, whether or not Seller elects to perfect Seller's security interest in the vehicle.

BORROWER/BUYER SS#

BORROWER/BUYER

BORROWER/BUYER SS#

BORROWER/BUYER

Seller Name, Address, Phone:

Buyer(s) Name, Address, Phone:

Enter text✕

What the Seller's Certificate and Vehicle Bill of Sale Is

A Seller's Certificate and Vehicle Bill of Sale is a written record that documents the transfer of ownership and consideration for a motor vehicle between a seller and a buyer. It typically includes identifying details for the vehicle (VIN, make, model, year), the sale price or other consideration, odometer disclosure where required, seller and buyer names and addresses, and signature blocks. Many states accept a bill of sale as evidence of the transaction for title transfer, registration, or tax purposes; requirements and acceptable formats vary by state and agency.

Why a Clear Seller's Certificate Matters

A complete bill of sale documents ownership, clarifies consideration, and helps avoid title, tax, and liability disputes. It provides a dated record useful for DMV filings, sales tax calculations, and evidence in potential disputes.

Why a Clear Seller's Certificate Matters

Who Commonly Uses This Document

Typical users range from private sellers to businesses that sell vehicles; each needs a clear sale record.

  • Private sellers transferring a single vehicle after a private-party sale; provides proof of transfer and sale price.
  • Licensed dealerships selling used vehicles; often attach additional dealer disclosures and titles to the bill of sale.
  • Lenders and lienholders receiving payoff notices or release statements; use the document to confirm lien removal.

Tailor the form to the user type—dealers, private sellers, and lenders may require extra fields or attachments.

Representative Signers

Private Seller

An individual seller who transfers a personal vehicle to another person. They should provide a signed bill of sale, the signed title if applicable, and an odometer disclosure when required by federal and state rules.

Licensed Dealer

A dealer who sells vehicles on a business basis and must comply with state dealer reporting, consumer disclosure, and tax collection rules. Dealers often issue bills of sale along with manufacturer or dealer disclosure forms.

Step-by-Step: Completing and Using the Bill of Sale

Follow these sequential steps to create a valid record and support title transfer or registration.

  • 01
    Gather Documents: Collect title, ID, lien releases, and proof of insurance if required.
  • 02
    Complete Form: Enter names, VIN, odometer, price, and any conditional clauses.
  • 03
    Notarize If Needed: Have signatures notarized where state law or the buyer requests notarization.
  • 04
    File with DMV: Submit the bill of sale with the title and application for transfer as required.

How an Online Bill of Sale Workflow Typically Operates

Digital workflows let you complete, sign, and distribute the bill of sale without paper while preserving an audit trail.

  • Upload Document: Start with a PDF or Word template of the bill of sale.
  • Place Fields: Add name, signature, date, and odometer fields for each signer.
  • Send to Signers: Deliver by email link, SMS code, or bulk send for dealer workflows.
  • Store Signed Copy: Save signed file and certificate of completion for recordkeeping.

Suggested Digital Workflow Settings

Configure these settings for a secure, DMV-compliant eSigning flow.

Field Configuration
Authentication Method Email link | SMS code | KBA as needed
Notarization RON or in-person notary per state rules
Template Controls Lock critical fields to prevent edits
Archive and Storage Save to cloud storage with retention policy

Essential Elements to Include in a Professional Bill of Sale

A thorough bill of sale reduces friction at the DMV and limits post-sale disputes. Include these elements to make the document effective and auditable.

Parties

Full legal names and addresses for buyer and seller to establish the contracting parties and support title application.

Vehicle Details

VIN, make, model, year, and color for precise identification and matching with title records.

Consideration

Exact sale price in dollars or clear description of trade or gift to support tax reporting and liability allocation.

Odometer Statement

A legally worded odometer disclosure when required by federal/state law to comply with odometer statutes.

Lien Information

Disclose existing liens, provide release documentation, and list lienholder contact information when applicable.

Signatures

Signature blocks for buyer and seller with printed names and dates; notarization if state or parties require it.

Security and Compliance Considerations

Encryption: AES-256 at rest
Transport: TLS 1.2 / 1.3 in transit
Audit Trail: IP, timestamps, and action logs
HIPAA: BAA required for PHI
ESIGN / UETA: Governs eSignature validity
Access Controls: SSO and role-based access

Key Risks and Potential Penalties

Title Rejection: Incorrect info may cause DMV denial
Tax Assessment: Underreported sale price can trigger tax audits
Odometer Fraud: Civil/criminal fines and liabilities
Liability: Seller may remain liable until transfer recorded
Lien Disputes: Unreleased liens can block transfer
Notarization Errors: Missing notarization may invalidate document

Common Mistakes to Avoid

  • Using an incomplete VIN or typographical errors that prevent title matching at the DMV and delay registration.
  • Failing to include a clear purchase price, which can cause incorrect sales tax calculation or audit inquiries.
  • Neglecting required odometer statements where federal/state law demands them, risking fines for odometer misstatement.
  • Overlooking lienholder documentation or not obtaining a written lien release before transfer, resulting in blocked titles.

eSignature Pricing and Feature Comparison

Pricing and feature availability vary by vendor and plan. The table below compares foundational pricing and capabilities relevant to completing vehicle bills of sale electronically.

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 Use

These condensed examples show how different parties rely on a bill of sale in practice.

Private Sale Example

A seller documents an out-of-state private-party sale with VIN and odometer stated

  • The buyer submits the bill of sale and signed title to the local DMV
  • The record provided evidence for registration, supported tax reporting, and prevented post-sale disputes.

Dealer Fleet Transfer

A dealer transfers a used vehicle between branches and records consideration and lien release

  • The fleet manager retains the bill of sale as inventory proof
  • The document served as proof for internal accounting and for quick re-titling at the receiving dealership.

Frequently Asked Questions

Answers to common questions about validity, eSigning, notarization, and DMV submission for vehicle bills of sale.


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