Fillable PDF
Bill of sale template
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We built this bill of sale for private sales between two people: a used car, a motorbike, a boat, a laptop, furniture or equipment. It records who sold what to whom, for how much and in what condition, and gives both sides a signed copy as proof that ownership changed hands on a given day.
This is a general example, not legal advice. Vehicles, boats and firearms often need an official transfer form or registration change on top of a bill of sale, and the rules vary by country and state. Check what your local registry or authority requires before relying on this document alone.
How to fill it in
- Download the fillable PDF or open it in our Fill PDF form tool.
- Fill in the date, place, both parties and the full item description with its serial or VIN.
- Enter the price and payment method, and review the as-is clause.
- Both parties sign with Sign PDF, on one device or by sending the file back and forth.
- Merge in photos and payment proof, and save the final copy to My files when signed in.
How to describe the item properly
The item block is the heart of the document. Write make, model, year and colour, and for anything with a unique identifier, copy it exactly: the VIN for a car, the hull number for a boat, the frame number for a bicycle, the serial number for electronics. A typo in the VIN is the most common reason a registry rejects a private sale.
In the condition field, be honest and specific: mileage, known faults, missing accessories. A line such as "sold as seen, rear left tyre worn, no service book" protects the seller from later complaints and tells the buyer exactly what they agreed to.
Mistakes that cause trouble later
Private sales go wrong in a few predictable ways. A minute spent on these saves a long argument.
- Writing a lower price than was really paid; this can cause tax and insurance problems.
- Forgetting the time of the sale for vehicles, which matters for fines and accidents on the day of handover.
- Only the buyer keeping a copy. Both sides need a signed original or PDF.
- Not stating whether money was received in full or as a deposit.
Attachments, sending and record keeping
Attach photos of the item at handover, a copy of the payment confirmation, and for vehicles the registration document or service history. Merge them with the signed bill of sale using Merge PDF, then use Compress PDF if the photos make it too large to email. Keep your copy for at least as long as tax or warranty claims could arise, and for vehicles until the registration change is confirmed.
Frequently asked questions
Is a bill of sale enough to transfer a car?
Usually not on its own. Most places also require the official registration or title transfer. The bill of sale is supporting proof of the deal, price and date.
Do we need a witness or notary?
Some states and countries require notarisation for certain items, for example some vehicle or boat sales. For most everyday items a signature from both parties is enough. Check local rules.
Can I use it for a gift?
Yes. Write 0 or "gift" as the price and say so in the clauses. Some registries need a separate gift declaration.
What does sold as is mean?
That the buyer accepts the item in its current condition. Depending on local consumer law it may not exclude every claim, especially for hidden defects the seller knew about.
Our templates are general examples, not legal or tax advice; check the rules that apply where you live and work.