Can the form be signed electronically?

Yes, electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA when the receiving agency accepts e-signed records. Confirm county clerk or title agent acceptance before relying solely on electronic submission.

What if the odometer is inaccurate?

If the mileage is unknown or the odometer is not working, indicate 'Not Actual' or the prescribed language on the statement. Failing to disclose known inaccuracies can create liability for the seller.

Who must sign the disclosure?

The seller (or authorized dealer representative) must sign. If the vehicle is owned by a business, an authorized officer should sign. Buyers should also receive a copy for their records.

Can I correct a completed statement?

Corrections should be handled with a new, clearly dated statement or an addendum that both parties sign. Keep both versions and explain the correction in writing to avoid dispute.

Is notarization required in Texas?

Notarization is not generally required for the odometer disclosure itself in Texas, but county requirements can vary when attaching documents to title transfers; verify with the county clerk.

How long should I keep copies?

Retain copies for at least three years after transfer; if records relate to tax or HIPAA matters, follow the specific federal retention periods such as IRC §6501(a) and 45 CFR §164.530(j).

Electronic Signature
Templates
Other
Texas Odometer Disclosure Statement

Texas 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 the Texas Odometer Disclosure Statement Is and when it applies

The Texas Odometer Disclosure Statement is a formal document used to record and communicate a vehicle's mileage when ownership transfers. It captures the odometer reading at the time of sale or transfer to help prevent odometer fraud and establish the mileage history for title and registration purposes. Dealers, private sellers, and transferees use the statement when state or federal rules require a mileage disclosure, typically for vehicles of certain ages or when titles are reassigned. Accurate completion supports clear title transfer and can affect warranty, resale value, and tax reporting.

Why accurate odometer disclosure matters

Completing the Texas Odometer Disclosure Statement protects buyers and sellers by documenting mileage at transfer, reducing fraud risk, and preserving legal rights tied to vehicle history. Proper disclosure also supports accurate title processing and prevents potential civil and criminal penalties for misstatement.

Common users and signer roles for this form

The statement is used by sellers, buyers, dealers, lienholders, and title agents involved in vehicle transfers in Texas.

Private sellers: Provide mileage at sale for clear title transfer and buyer disclosure.
Dealers: Record mileage for inventory, trade-ins, and retail sales compliance.
Title agents / DMVs: Use the statement to accept or verify odometer data when processing titles.

Step-by-step: completing the Texas Odometer Disclosure Statement

Complete the statement in order to ensure accuracy and acceptance by Texas title services.

01

Collect vehicle data: Record VIN, year, make, and model from the vehicle or title.
02

Read the odometer: Note the exact mileage displayed, using whole miles only.
03

Complete names and date: Enter seller/buyer names and disclosure date in MM/DD/YYYY format.
04

Sign and retain: Seller signs; provide copies to buyer and retain for records.

Essential data elements the statement must show

VIN: Vehicle identification number

Odometer reading: Numeric mileage shown

Mileage disclosure type: Actual / Not actual

Seller name: Full legal name

Buyer name: Full legal name

Signature and date: Signed by required parties

Penalties and legal risks for inaccurate disclosures

Civil liability: Buyer may sue for damages and rescission

Criminal penalties: Odometer fraud can carry criminal fines

Title rejection: Incorrect forms can delay or reject title transfer

Tax reporting issues: Misstated transfers can trigger tax inquiries

Dealer sanctions: Dealers may face administrative penalties

Evidence burden: Seller bears responsibility to substantiate accuracy

Common mistakes to avoid when preparing the statement

Transposing VIN characters or omitting digits; even one wrong character can invalidate the record and delay title processing.
Entering mileage with decimals or separators; odometer readings should be whole miles only and match the instrument cluster.
Using nicknames or abbreviated legal names; names should match government ID and title paperwork to avoid mismatches.
Failing to indicate mileage status (Actual / Not Actual); omission can create ambiguity and expose sellers to liability.

How the disclosure fits into the title transfer process

The odometer disclosure is one step in the overall vehicle title transfer workflow and must be completed before or with title submission.

Document completion: Seller fills the statement and signs it.
Provide to buyer: Buyer receives a copy for title application.
Submit with title: Attach disclosure when presenting title to county clerk or DMV.
Record retention: Parties keep copies for legal and tax records.

Configuring a digital workflow for odometer disclosures

Set up a straightforward electronic routing flow to collect, verify, and store completed statements.

Field	Configuration
Odometer field	Numeric-only validation, required
VIN field	Alphanumeric, length 17 validation
Signature field	Signer authentication and timestamp
Copy distribution	Auto-send PDF to buyer and seller

Digital signing considerations and platform requirements

Electronic completion is allowed when the receiving agency accepts e-signed statements and the platform supports required authentication.

Document formats: PDF and DOCX supported
Authentication: Email or SMS code options
Audit trail: Timestamp, IP, and signer log

Comparing eSignature vendors for completing odometer disclosures

Typical vendor criteria for e-signing and managing odometer disclosure workflows. signNow is listed first per platform comparison conventions.

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

Timing considerations when disclosing odometer readings

Complete and present the odometer disclosure at the point of transfer; timing affects title acceptance and legal protections.

At time of sale:

Disclosure should be completed on the sale date and accompany title transfer.

With title submission:

Provide disclosure when filing for a newly issued title or reassignment.

When registering:

County clerks may require the statement during registration or transfer.

For leased vehicles:

Disclose mileage at lease termination or buyout.

Dispute timeframes:

Retain records to support claims for at least three years after transfer.

Real-world scenarios where accurate disclosure matters

These brief examples illustrate how organizations handle odometer documentation in practice.

Optica Ventures LLC

Optica streamlined customer document signing using an e-signature workflow

They emphasized ease of use for external customers
The change reduced turnaround and ensured copies of signed disclosures were retained for title processing and buyer records.

Martin Properties

A property management firm digitized fleet vehicle transfers to centralize mileage records

Staff used mobile capture at handover
Digitization improved auditability and kept vehicle disposal records coordinated with accounting and title agents.

Core components of a professional Texas Odometer Disclosure Statement

A complete statement contains specific sections that create a defensible record of mileage at transfer and identify all relevant parties.

Vehicle details

VIN, make, model, and year identify the vehicle uniquely and must match title documents to avoid processing errors.

Odometer entry

The numeric mileage reading is entered in whole miles; include the display reading exactly as shown on the instrument cluster.

Mileage status

Select or declare Actual, Not Actual, or Exceeds Mechanical Limits to clarify whether the reading reflects true mileage.

Seller information

Full seller name, address, and contact support verification and help agencies reach the responsible party if issues arise.

Buyer information

Full buyer name and contact details are needed for title issuance and any future inquiries about the transfer.

Signatures and dates

Seller (and dealer representative, if applicable) must sign and date; signatures establish intent and attribution for legal purposes.

Frequently asked questions about Texas Odometer Disclosure Statements

Answers to common questions about completing, signing, correcting, and storing odometer disclosure records in Texas.

Need help? Contact support

Can the form be signed electronically?
Yes, electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. ch. 96) and UETA when the receiving agency accepts e-signed records. Confirm county clerk or title agent acceptance before relying solely on electronic submission.
What if the odometer is inaccurate?
If the mileage is unknown or the odometer is not working, indicate 'Not Actual' or the prescribed language on the statement. Failing to disclose known inaccuracies can create liability for the seller.
Who must sign the disclosure?
The seller (or authorized dealer representative) must sign. If the vehicle is owned by a business, an authorized officer should sign. Buyers should also receive a copy for their records.
Can I correct a completed statement?
Corrections should be handled with a new, clearly dated statement or an addendum that both parties sign. Keep both versions and explain the correction in writing to avoid dispute.
Is notarization required in Texas?
Notarization is not generally required for the odometer disclosure itself in Texas, but county requirements can vary when attaching documents to title transfers; verify with the county clerk.
How long should I keep copies?
Retain copies for at least three years after transfer; if records relate to tax or HIPAA matters, follow the specific federal retention periods such as IRC §6501(a) and 45 CFR §164.530(j).

Explore Templates

Complaint for Malicious Prosecution and Emotional Distress Request for Production of Documents Order of Dismissal Rental Apartment Tenant Agreement Wyoming Estate Washington Single-Member Operating Arrangement

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now