Legal / Forms · Word template
Free Vehicle Bill of Sale Template
A vehicle bill of sale template that records the sale of a vehicle between a buyer and seller (parties, vehicle details, price, odometer disclosure, and signatures) as proof the asset changed hands. Use it alongside our fleet calculators to size the costs this template tracks, or browse fleet management software when you are ready to automate the workflow. See all downloads in the template library, and check the fleet glossary for any unfamiliar terms.
Built and reviewed by the FleetOpsClub research team. Preview it free below.
- Fields for the buyer, seller, and vehicle identification
- Sale price, payment, and date-of-sale fields
- An odometer disclosure section
- An 'as-is' / condition statement
- Editable CSV. Yours to keep
- Print or save as PDF
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How to use it
- 1
Enter the buyer, seller, and the vehicle (VIN, make/model/year, plate).
- 2
Record the sale price, payment method, and date of sale.
- 3
Complete the odometer disclosure accurately: this is a legal requirement in many places.
- 4
Note the condition and any 'as-is' terms agreed between the parties.
- 5
Both parties sign (and notarize if your jurisdiction requires it). Confirm local title-transfer rules: this is not legal advice.
What's inside
- Fields for the buyer, seller, and vehicle identification
- Sale price, payment, and date-of-sale fields
- An odometer disclosure section
- An 'as-is' / condition statement
- Signature and (where used) notary blocks in an editable Word document
Preview the template
Here's a real sample of the layout — the actual columns and structure you'll work in. The complete template, plus the editable spreadsheet, unlocks the moment you enter your email.
Preview
Vehicle Bill of Sale Template
Parties
- Seller name & address
- Buyer name & address
- Date of sale
Vehicle Details
+5 more fields in this section
Sale Terms
+4 more fields in this section
Disclosure & Signatures
+4 more fields in this section
Frequently asked questions
Quick answers to the questions buyers usually ask once the category, software, or rollout details start getting more specific.
A bill of sale is evidence that a sale took place, but ownership is usually transferred by the title and a registration update with your motor vehicle authority. Use the bill of sale alongside the title transfer, not instead of it. Confirm your jurisdiction's process.
In many jurisdictions, an odometer disclosure is legally required when a vehicle changes hands (with exemptions for certain ages or weights). Complete it accurately: a false reading can carry penalties. Verify the current requirement where you are.
Yes. Each of the buyer and seller should keep a signed copy. The buyer typically needs it (with the title) to register the vehicle, and the seller keeps it as proof of the sale date for liability and tax purposes.
It depends on the jurisdiction. Some require notarization or a witness, many don't. Check your local rules and use the notary/witness block if needed. This template is a starting point, not legal advice.
Often not. The federal rules carry exemptions, and the one that matters most to a fleet is that vehicles above a certain gross weight rating are generally excluded, which covers a lot of commercial trucks. Age-based exemptions exist too, and the qualifying age changed for newer model years. The exemption turns on the specific vehicle, so confirm against the current 49 CFR Part 580 text before leaving that section blank on a truck sale.
Keep the signed bill of sale with the disposal record for that asset: the title transfer confirmation, the final odometer reading, the date liability passed to the buyer, and the proceeds for the book-value entry. The bill of sale is what fixes the handover date, which is the document you reach for when a toll, citation, or claim arrives after the vehicle has already left the yard.