What is a vehicle bill of sale?
A vehicle bill of sale is the written record of a private vehicle sale. It proves who sold what to whom, when, and for how much — useful for the buyer registering the vehicle, for the seller showing they no longer own it when a parking ticket or toll charge turns up, and for both sides if there's a disagreement later.
This template records the make, model, year, colour, VIN or chassis number, plate and odometer reading with the seller's statement about its accuracy, the price and payment method, anything included in the sale, the seller's confirmation that they own the vehicle and it's free of finance, an "as is" sale with any known faults disclosed, and handover — after which the buyer is responsible for insurance, registration, tolls and fines. It complements, but does not replace, the official title or registration transfer where you live.
- Best for
- Private sales of used cars, motorbikes, vans and similar vehicles
- Signed by
- Seller and buyer
- Condition
- Sold as is, with any known faults listed
- Length
- About 2 pages
When to Use a vehicle bill of sale
- Selling your used car to a private buyer
- Buying a motorbike or van from someone you found online
- Selling a vehicle to a friend or family member at an agreed price
- Recording a sale paid by bank transfer or cheque before handover
- Keeping proof of the sale date for tolls, fines and insurance
What You Fill In
19 blanks, then the name and email of each person who signs: seller, buyer.
1 The seller
- Seller's full name*
- Seller's address
2 The buyer
- Buyer's full name*
- Buyer's address
3 The vehicle
- Make*
- Model*
- Year*
- Colour
- VIN or chassis number*
- Registration or licence plate
- Odometer reading*
- Odometer unit* miles · kilometres
- Odometer reading is* the actual distance travelled, to the best of the Seller's knowledge · not the actual distance travelled — the true figure is unknown · beyond the odometer's mechanical limit
4 The sale
- Date of sale*
- Currency*
- Sale price*
- Payment method* bank transfer · cash · cashier's cheque or bank draft · personal cheque · other agreed method
- Also included in the sale
- Known faults disclosed to the buyer
5 Who signs
- Seller signature and date
- Buyer signature and date
What the vehicle bill of sale Covers
- The Vehicle
- Price and payment
- Seller's statement of ownership
- Sold "as is"
- Handover
Using the vehicle bill of sale, step by step
1 Describe the vehicle
Enter the make, model, year and colour, the VIN or chassis number (usually visible through the windscreen or on the door frame) and the plate. Copy the VIN from the vehicle itself and check it against the registration document.
2 Record the odometer
Enter the reading in miles or kilometres and choose whether it's the actual distance, not the actual distance, or beyond the odometer's limit. Some places require a formal odometer disclosure on the title as well.
3 Set the price and disclose faults
Enter the price, currency and payment method, anything included such as spare keys or service history, and any known faults. Listing known faults in writing gives the seller a record of what was disclosed if the buyer later complains.
4 Sign and file
Add the buyer's name and email and send. Both of you sign online — the buyer doesn't need a VergeHR login. The signed bill of sale is filed in Files and emailed to both of you.
Tips Before You Send It
- Check the vehicle isn't under finance before buying — the seller's statement helps, but many places offer an official history or lien check.
- Don't hand over the keys until payment has cleared. The bill of sale says ownership passes only once the full price is received in cleared funds.
- Tell the registration authority about the sale where required, and cancel or transfer your insurance once the vehicle is handed over.
- Some places require a bill of sale to be notarised or on an official form. Check your local rules if you need it for registration.
Sign It Online In Minutes
- Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
- Name who signs. Tick “This is me” for your own part. VergeHR builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
- Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in Files and emailed to everyone.
Vehicle bill of sale: frequently asked questions
Does a bill of sale transfer ownership of the vehicle?
It records the sale and the seller's promise to sign any title, registration or transfer documents. Registering the vehicle in the buyer's name still happens through your local registration authority, using its own forms.
What does "sold as is" mean?
The buyer takes the vehicle in its current condition, with all faults, and the seller gives no warranty about its condition or quality — except the ownership statements in the bill of sale and any rights the law says cannot be excluded.
Is an electronically signed bill of sale valid?
In the US (ESIGN Act and UETA), the UK, the EU (eIDAS) and Canada, electronic signatures are generally valid for a private sale agreement. Some registration authorities or states want a notarised bill of sale or their own paper form, so check before you rely on it for registration. VergeHR keeps an audit trail and a Certificate of Completion with the signed PDF.
Is this template free?
Yes. The template is free to use with the eSignature app in VergeHR.