A handwritten bill of sale, done properly
When you sell a car, motorcycle, trailer or boat privately, the sale usually ends at a kitchen table or in a parking lot with money changing hands and keys passed over. A bill of sale is the written record of that moment: who sold what to whom, for how much, on what date, and in what condition. It protects the buyer, who can show they bought the vehicle legitimately, and the seller, who can show they no longer owned it after a certain date and time. Many people still write one by hand — and a handwritten bill of sale is perfectly acceptable in many places if it contains the right information.
This bill of sale generator lays out a clean, handwritten-style bill of sale with all the usual fields: seller and buyer, vehicle details and identification number, odometer reading, price, payment method, an "as is" statement, date and time, and signature lines. Fill it in, download it as a PDF, print two copies and sign them together.
What information is required in a handwritten bill of sale
- Date and time of the sale.
- Seller: full name, address and phone.
- Buyer: full name, address and phone.
- Vehicle: year, make, model, body type, colour, and the vehicle identification number (VIN) — or chassis and engine numbers in India; for boats, the hull identification number (HIN).
- Registration or title number, and licence plate where relevant.
- Odometer reading at the time of sale.
- Sale price in figures and words, and payment method (cash, cheque, bank transfer).
- Condition statement — usually "sold as is, without warranty".
- Signatures of seller and buyer, and witnesses or notary if required.
How to write a handwritten bill of sale
- Choose the bill of sale template.
- Enter both parties' names and addresses exactly as on their ID.
- Copy the vehicle details from the title or registration — especially the VIN or chassis number, character by character.
- Write the odometer reading from the dashboard.
- Enter the price; the amount in words is written automatically.
- Keep or edit the "as is" clause to match your agreement.
- Download, print two copies, and sign both together; each party keeps one.
Handwritten bill of sale example (car)
| Date and time | 28 October 2026, 4:30 pm |
|---|---|
| Seller | Jordan Lee, 120 Oak Street, Springfield |
| Buyer | Sam Patel, 45 River Road, Springfield |
| Vehicle | 2016 Honda Civic LX sedan, silver — VIN 1HGFC2F5XGH000000 |
| Odometer | 84,210 miles (actual mileage) |
| Price | $9,500 — Nine Thousand Five Hundred Dollars, paid by bank transfer |
| Condition | Sold as is, with no warranty expressed or implied |
| Signatures | Seller and buyer |
The VIN shown is a placeholder. Always copy the real VIN from the vehicle and the title, and check that they match.
Is a handwritten bill of sale legal?
In many US states, a handwritten bill of sale is accepted as long as it contains the required information and is signed. People most often ask about Texas, Florida, California, Georgia, Alabama and Arkansas. Requirements differ: some states publish their own bill of sale form and prefer it, some require notarization for certain vehicles or situations, and some don't require a bill of sale at all when the title is properly signed over. In every state, the certificate of title is what actually transfers ownership — the bill of sale supports it. Check your state's motor vehicle agency website before you sell. In Canada, provinces have their own rules — Ontario, for example, requires the seller of a used vehicle to provide a Used Vehicle Information Package in a private sale.
Odometer disclosure
US federal law requires the seller to disclose the odometer reading when ownership of most vehicles changes hands; for vehicles from model year 2011 onward, the requirement applies for 20 years. The disclosure is usually made on the title itself, but writing the reading on the bill of sale too — with "actual mileage" or a note if it's not — gives both parties a clear record. Never misstate the odometer reading; odometer fraud is a federal offence.
"As is" and warranties
Most private sales are "as is": the buyer accepts the vehicle in its current condition, and the seller gives no warranty. Write it plainly on the bill of sale. "As is" doesn't protect a seller who lies about the vehicle — hiding a known defect, rolling back the odometer or misrepresenting accident history can still lead to liability. Be honest about what you know, and let the buyer inspect the vehicle or have a mechanic check it.
Handwritten bill of sale for a vehicle, trailer or boat
The core fields stay the same for every type of vehicle; what changes is how the vehicle is identified and what else is included in the sale.
Handwritten bill of sale for a trailer
Write the trailer's VIN, make, year, type (utility, cargo, boat, travel), length and registration or title number. Some states don't title light trailers, which makes the bill of sale the main proof of ownership — so describe the trailer carefully, including any distinguishing features, and photograph the VIN plate.
Handwritten bill of sale for a boat
Write the hull identification number (HIN), make, model, year and length, and the state registration or documentation number. List the engine separately — make, horsepower and serial number — because outboard motors are often sold or registered separately, and list the boat trailer with its own VIN if it is part of the deal. Include equipment that goes with the boat, such as life jackets, covers or electronics, if it matters to the price, so there is no dispute about what was sold.
Bill of sale for a used truck
Write the VIN, year, make, model, cab and bed configuration, and the gross vehicle weight rating if it is a commercial vehicle. Note any equipment included — toolbox, hitch, snowplough mount — and, for commercial trucks, whether permits or registrations are transferred with it.
Motorcycles and scooters
The same fields as a car apply. In India, write the registration number, chassis and engine numbers, and the time of delivery, and complete the RTO transfer forms as explained below.
Selling a vehicle in India: sale letter and RTO forms
In India, the document often called a vehicle sale letter or delivery note does the same job as a bill of sale. It should record the seller and buyer, the vehicle's registration number, chassis and engine numbers, make and model, the price, and crucially the date and time of delivery — so that traffic fines or accidents after that moment are the buyer's responsibility. Ownership is transferred through the RTO: under the Motor Vehicles Act, the seller must report the transfer (Form 29) within 14 days when the buyer is in the same state, or 45 days otherwise, and the buyer applies for transfer (Form 30) within 30 days. If the vehicle is on a loan, a no-objection certificate from the financier is needed. The bill of sale or sale letter supports these forms; it doesn't replace them.
Handwritten bill of sale template vs. a typed form
Some people search for a handwritten bill of sale template because a handwritten document feels more personal or because their state's form isn't required. This generator gives you the handwritten look with typed accuracy — the VIN and amounts are legible, the amount in words is correct, and both parties get identical copies. If your state publishes an official form, use that instead or in addition.
Safe private sales: payment and handover
The bill of sale records the deal, but a safe sale also depends on how money and the vehicle change hands. Meet in a public place or at a bank. For larger amounts, prefer a bank transfer that has cleared, or a cashier's cheque verified with the issuing bank, before handing over the title and keys. Remove your plates if your state requires it, cancel your insurance only after the sale is complete, and file any notice of transfer or release of liability your state offers — many states let sellers do this online, which protects you from tickets and tolls incurred by the buyer.
Gifting a vehicle
When a vehicle is given to a family member, many states accept a bill of sale with a price of "$0 — gift", or have a specific gift affidavit form. Taxes on gifted vehicles vary by state, and some states exempt transfers between close family members. Write the relationship and "gift" on the bill of sale, and check your state's rules.
Bill of sale checklist
- Full names and addresses of both parties.
- VIN, chassis or HIN copied exactly and checked against the vehicle.
- Odometer reading and "actual mileage" note.
- Price in figures and words, and payment method.
- "As is" statement, date and time of sale.
- Both signatures on two copies; notarization if your state requires it.
Related bill types
Workshops repairing a vehicle before sale use the car repair bill; dealers selling to other dealers use a wholesale invoice; and for any other simple sale, the cash memo works. See all types on the handwritten bill generator page.
Use honestly
Make a bill of sale only for a real sale, with the real price and correct vehicle details. Understating the price to reduce sales tax, back-dating a sale, or making a bill of sale for a vehicle you don't own is fraud.