Bill of sale for a car: what to include (US & Canada), with a free template
A car bill of sale should include the full names and addresses of the buyer and seller, the VIN, the year, make, model and colour, the odometer reading, the price and date, how it was paid, any liens, whether it's sold "as is", and both signatures. Where your province or state has an official form, use it: Ontario's UVIP has a bill of sale section, BC uses the Transfer/Tax Form (APV9T), and California has form REG 135.
What to include
Alberta's government page gives a clear list. A bill of sale for a private sale must include:
- Full name and address of the seller(s) and buyer(s)
- The vehicle identification number (VIN)
- Make, model/series, style, colour and year
- The price
- Signatures of both the buyer(s) and seller(s)
Alberta also recommends adding the odometer reading, phone numbers, ID details, witness signatures, any liens, whether the car was paid in full, the payment method and terms, where it was last registered, and any special conditions of the sale. Those extras are useful anywhere.
Official forms by place
| Where | Form to use | Worth knowing |
|---|---|---|
| Ontario | The bill of sale section of the Used Vehicle Information Package (UVIP) | The seller must give the buyer a UVIP. The bill of sale must be signed and dated by both. |
| British Columbia | Transfer/Tax Form (APV9T) | Both buyer and seller sign and certify the price. PST is based on the greater of the price and the average wholesale value. |
| Alberta | Alberta's standard bill of sale | Must be used to transfer ownership in a private sale. |
| California | Bill of Sale (REG 135) with the signed title | The seller must also file a Notice of Transfer and Release of Liability (REG 138) within 5 days. |
| Other states and provinces | Check the DMV or registry site | Many states have their own form. If not, the template below covers the usual items. |
Know what buyers will see
Serious buyers will run your VIN. Check your own car's open recalls for free first, so you can get them fixed (recall repairs are free at the dealer) or mention them up front.
Free bill of sale template
A basic template you can print. Use your official form where one exists. This one is for places that don't have one, or as a second record for both of you.
Vehicle bill of sale
| Seller name(s) | |
|---|---|
| Seller address and phone | |
| Buyer name(s) | |
| Buyer address and phone | |
| Year / make / model / colour | |
| VIN (17 characters) | |
| Odometer reading | |
| Sale price and date | |
| Payment method | |
| Liens or money owing | None / Details: |
| Conditions | Sold "as is" / Other: |
The seller confirms they own the vehicle and have the right to sell it, and that the price above is the full price paid.
| Seller signature and date | |
|---|---|
| Buyer signature and date |
Tips that prevent problems later
- Write the real price. In BC both parties certify the price on the APV9T, and Ontario and BC generally tax the higher of the price and the wholesale value anyway.
- Make two copies and each keep one, with a photo of the other person's ID details if you're both comfortable with that.
- Write "as is" if that's the deal, and write down any promises (for example "seller will replace front tires before delivery").
- Sellers: report the sale where your state requires it, like California's 5-day release of liability, so later tickets aren't sent to you.
Questions
Is a handwritten bill of sale legal?
Generally yes, as long as it has the required details and both signatures. But use the official form where your province or state has one, such as Ontario's UVIP or BC's APV9T.
What must a car bill of sale include?
At minimum: buyer and seller names and addresses, the VIN, the year, make, model and colour, the price, the date and both signatures. Adding the odometer reading and payment method is wise.
Should I write a lower price on the bill of sale to save tax?
No. It's the buyer's tax, it's often calculated on the higher of the price and the wholesale value anyway, and both parties may be certifying the price is true.
Sources
- Standard bill of sale: what it must include (Alberta.ca)
- Buy or sell a used vehicle in Ontario (Ontario.ca)
- Used vehicle information package (Ontario.ca)
- Transfer/Tax Form APV9T, incl. how PST is calculated on private sales (ICBC)
- Bill of Sale, REG 135 (California DMV)
- Notice of Transfer and Release of Liability, REG 138 (California DMV)
- Title transfers and changes (California DMV)
General information, not legal advice. Rules change, so check the official source before you rely on a detail.