By Megon VenterThu. 20 Jun. 20243min Read

Download and Fill Our Bill of Sale Example

Bill of Sale templates cater to various needs, providing the necessary legal frameworks to ensure every transaction is clearly documented and legally binding.
Download and Fill Our Bill of Sale Example

A bill of sale is a formal document that records the transaction of an item, often something valuable. It covers various types of personal property including laptops, furniture, jewelry, and equipment.

Always ensure it's drafted and signed before any financial exchange. This document serves as evidence of ownership transfer and can be consulted should any disputes or queries regarding the transaction or the item arise.

Megon Venter
Blog Author - B2B SaaS Content Writer
Megon is a B2B SaaS Content Writer with 7 years of experience in content strategy and execution. Her expertise lies in the creation of document management tutorials and product comparisons.

Bill of Sale Template

Get your transactions in order with the Bill of Sale Template from PDF Reader Pro. This convenient tool allows you to craft professional and official bills of sale, incorporating details like the item sold, buyer and seller information, and the transaction date. Perfect for both business and personal sales, PDF Reader Pro ensures your sales documents are organized and professional, reinforcing your credibility in financial exchanges. Are you ready to streamline your sales documentation?


Embarking on creating your bill of sale is less complicated when you follow these six key steps:

  1. Determine What’s Being Sold: The specifics in your bill of sale are heavily influenced by the type of item. Whether it’s a car or electronic devices, each requires unique details. When dealing with numerous items, delineate each one with its price. Items with varied payment conditions or specific details like liens should be documented on individual bills of sale for clarity.

  2. Understand Local Legalities: The stipulations for a bill of sale can vary greatly depending on your location and the nature of the item sold. Conduct thorough research online with a format like "[your location] [item you’re selling] bill of sale" to grasp the nuances of your local requirements. Ensure your sources are credible, like official government websites.

  3. Document Both Parties' Details: It's imperative to include comprehensive information about both the seller and the buyer. This includes full names, addresses, and ways to contact each party. Adding identification numbers like driver's licenses can enhance the document's reliability, although it's not mandatory.

  4. In-depth Description of the Item: What sets a bill of sale apart from a standard receipt is the detail in the item description. For vehicles, this encompasses specifics like the year, make, model, VIN, and mileage. For other equipment, it's crucial to list details such as make, year, and serial number. The more detailed, the clearer the agreement.

  5. Detail the Financials: The heart of the transaction—the financial terms—should be clear and concise in your bill of sale:

    • Item's selling price
    • Payment terms (lump sum or installments)
    • Method of payment (e.g., cash, check, credit card) Such clarity is essential, especially if there's an installment payment plan involved.
  6. Space for Official Signatures: The transaction becomes binding once both parties sign and date the bill of sale. Ensure the document concludes with a designated section for both the buyer's and seller's signatures.

These steps offer a detailed guide for creating your bill of sale, though the details may differ depending on the transaction. However, with tools like the PDF Reader Pro's template and these instructions, preparing a bill of sale can be both straightforward and secure.

Explore our North Carolina Bill of Sale PDF template to facilitate your buying or selling process.

Bill of Sale Example

The look of your bill of sale largely depends on what exactly you're selling, as this dictates the details you'll need to include.

For instance, selling a vehicle would require specifics like the make, model, year, vehicle identification number (VIN), and the current odometer reading.

On the other hand, if you're selling a piece of equipment, you might list things like the model, year, and serial number.

But to give you a basic idea, here's a simple bill of sale example:

Bill of Sale

Seller’s Name: Jane Doe
Seller’s Address: 4567 Liberty Lane, Harmony, TX 75001
Seller’s Contact Information: [email protected], 555-321-0987

Buyer’s Name: John Smith
Buyer’s Address: 3210 Peaceful Drive, Harmony, TX 75001
Buyer’s Contact Information: [email protected], 555-987-6543

Date of Sale: January 26th, 2024

The Seller hereby agrees to sell and transfer ownership of the following item:

  • Item Description: 2015 Honda Accord EX-L, 95,000 miles
  • Sale Price: $15,000 USD, paid in full with a bank transfer.

Seller’s Signature: _______________________________ Date: _______

Buyer’s Signature: _______________________________ Date: _______

Simple, right? A straightforward bill of sale like this usually doesn't need more than a page unless there are a bunch of extra details you need to include about the item you're selling.

"Owning a Bill of Sale is owning the history of an item, a document that tells tales of past and future aspirations."
Maria Lopez
Customer Service Coordinator
Source: LinkedIn

Take a look at our Bill of Sale Oklahoma PDF template to simplify your transaction documentation.

Bill of Sale vs. Sales Receipt

While a bill of sale and a sales receipt share similarities and a receipt can indeed be considered a form of bill of sale, they're not exactly the same.

Feature Bill of Sale Sales Receipt
Purpose Legally documents the transfer of ownership of an item from the seller to the buyer. Confirms that a payment has been made and an item has been received.
Details Includes detailed information about the item, the buyer, and the seller; may also include terms of the sale. Typically includes the date of the transaction, the amount paid, and a brief description of the item.
Use Often used for high-value items or those requiring registration (e.g., vehicles, large equipment). Used for everyday transactions as proof of purchase for the buyer.
Legal Weight Provides legal proof of ownership transfer and can be used in disputes or for registration purposes. Primarily serves as a financial record for both parties, with limited use in legal disputes.
Necessity Required in many jurisdictions for certain types of transactions to validate the change in ownership. Not usually legally required but helpful for personal record-keeping and warranty claims.


Usually, an absolute bill of sale is ideal for simple transactions where the goal is to sell an item and finalize the deal.

Nonetheless, it's important to evaluate your particular circumstances and select the type of bill of sale that best suits your requirements, facilitating a seamless process and preventing possible issues later on.

Explore our Bill of Sale Nevada PDF Template to ensure your transactions are properly documented.

How to Write a Bill of Sale: Best Practices

Writing a bill of sale is a critical step in documenting the transfer of ownership of an item, particularly for high-value items like vehicles.

To ensure that this document is legally binding and clearly outlines the terms of the sale, here are some best practices to consider:

  1. Detailed Vehicle Identification: When drafting a bill of sale for a vehicle, it's essential to include detailed identification. This should cover the make, model, year, body type, and the Vehicle Identification Number (VIN). Precise identification helps prevent any ambiguity regarding the vehicle being sold.

  2. Utilization of Legal Documents and Sale Forms: Ensure that the bill of sale conforms to legal standards. This might involve using recognized sale forms or templates which are structured to meet the legal requirements in your jurisdiction. Legal documents and professionally prepared sale forms or templates can provide a solid foundation for your bill of sale.

  3. Transparent Display of Sale Price and Payment Terms: Clearly state the sale price of the item being sold. If the transaction includes specific payment terms, such as installments, late payment penalties, or sales tax, these should be explicitly mentioned to avoid future disputes.

  4. Inclusion of Proof of Purchase and Proof of Ownership: A bill of sale serves as proof of purchase and should therefore include details like the purchase price, the date of sale, and the names and contact information of both the buyer and the seller. It's also advisable to include proof of ownership from the seller's side, ensuring that the seller has the right to sell the item.

  5. Accurate Reporting of Current Mileage: For motor vehicles, it's crucial to state the current mileage at the time of sale. This information should be accurate to maintain transparency and trust in the transaction.

  6. Notarization, if Required: In some states, such as West Virginia, a bill of sale for certain items might need to be notarized. Check the requirements in your area and, if necessary, have the document notarized. This adds an extra layer of legality and authenticity to the transaction.

  7. Consultation with the Department of Motor Vehicles (DMV): For motor vehicle sales, consult your local DMV to ensure all necessary documentation is completed. The DMV can provide guidance on any additional steps needed to finalize the transfer of ownership, such as title transfer and registration.

By following these best practices, you can create a comprehensive and legally sound bill of sale that clearly outlines the terms of the transaction and protects the interests of both the buyer and the seller.

"A Bill of Sale does not merely outline a transaction; it safeguards the integrity of ownership, one piece of paper at a time."
Jonathan E. Krieger
Head of Research
Source: LinkedIn


Related Templates for Bill of Sale

When dealing with a Bill of Sale, there are several related templates that might be useful depending on the specifics of the transaction.

1. Equipment Bill of Sale Template

An equipment bill of sale is a document that enables the transfer of machinery or equipment from a seller to a buyer. This document acts as the receipt for the purchase besides working as a legal document governing the transaction.

Firearm Bill of Sale Template 

This specialized template is crucial due to the legal requirements surrounding the transfer

of firearms. It typically includes serial numbers and details about the firearm's make and


Engaging in a firearm sale necessitates a deep understanding of its components to ensure every transaction is legitimate and properly recorded.

Motorcycle Bill of Sale Template

The transfer of a motorcycle, much like any vehicular transaction, requires careful attention to detail and legal compliance. Our Motorcycle Bill of Sale PDF Template is crafted to ensure both the buyer and seller embark on a transparent, seamless, and documented transaction process.

Engaging in the sale of a motorcycle necessitates a comprehensive record to capture every vital detail.

Bill of Sale for a Car Template

A bill of sale for a car is a legal document that records the transaction of selling a vehicle from a seller to a buyer. It acts as proof of the transfer of ownership and is crucial for both parties involved.

After you have entered your information in all the required sections, just click the download button to save your customized letterhead as a PDF file. If you need to make any more edits to your letterhead, you can download the latest version of PDF Reader Pro (available for a free trial) from the link below: 

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