Bill of sale template — 40 free vehicle, equipment and business asset bills of sale
A bill of sale records that an item changed hands: who sold it, who bought it, what it was, the price and the date. This page explains when you need one, how it differs from a title or receipt, and the mistakes that lead to disputes. Then it gives you 40 copy-paste bills of sale, clauses, filled-in examples, messages and checklists.
Samples only — not legal or tax advice. Vehicle, notary and sales tax rules differ by state; check your DMV and ask a professional for large or unusual sales.
A bill of sale is a short written record that ownership of a specific item passed from a seller to a buyer for a stated price on a stated date. It names both people, describes the item well enough to identify it (serial number or VIN), states the price and payment, and is signed by both sides.
Small service businesses use them more than they expect: selling an old mower or truck when you upgrade, buying used equipment from another operator, taking a trade-in as part payment, or selling your route when you retire. A bill of sale proves you no longer own the item (useful for insurance, tickets and taxes) and proves the buyer does (useful for registration and their own insurance).
Bill of sale vs title vs receipt vs purchase agreement
Title: the state’s ownership document for vehicles, many trailers and boats. For a titled vehicle, the signed title is what actually transfers ownership; the bill of sale backs it up.
Bill of sale: the record of the sale itself, with price, condition and as-is terms. Some states require one to register; others recommend it.
Receipt: proof of payment only. See the receipt template for payment, deposit and refund receipts.
Purchase agreement: a longer contract signed before the sale (common when selling a whole business). The bill of sale is signed at closing to list what changed hands.
What to include
Date of sale, and the full name and address of the seller and buyer.
A specific description: make, model, year, color and serial number or VIN; hours or mileage.
Known problems, in writing. A disclosed defect is far less likely to become a dispute.
Price, how it was paid and whether it’s paid in full.
As-is wording (or the exact warranty you’re giving).
A statement that the seller owns the item and that it’s free of liens.
For vehicles: odometer reading and title number.
Signatures of both parties, plus a notary block if your state requires it.
Mistakes to avoid
A vague description (“mower, $5,000”) with no serial number.
Handing over keys before a check clears. Cashier’s checks can be forged; call the issuing bank using a number you look up yourself.
Selling equipment that still has a loan or lease on it.
Forgetting the notice of sale or release of liability with the DMV, then getting the buyer’s tolls or parking tickets.
Leaving customer data on a sold laptop, tablet or POS device.
Not telling your bookkeeper, so the asset stays on the depreciation schedule and the sale is never reported.
Writing a lower price than was actually paid to cut the buyer’s sales tax. That’s tax fraud and it puts you on the hook too.
A worked example
A lawn care owner sold an old zero-turn to another landscaper for $5,800 cash, shook hands and wrote nothing down. Two weeks later the buyer said the hydraulics were failing and demanded his money back, claiming he’d been told it was “perfect.” There was no record of what was said, the serial number or the as-is terms, and the argument dragged on for a month.
When he sold his work truck that winter, he used the vehicle template on this page: VIN, mileage, a note about the known transmission shudder, as-is wording and both signatures. He waited for the bank transfer to clear, signed the title, filed the state’s notice of transfer that afternoon and emailed the bill of sale to his bookkeeper. The buyer called once with a question about the spare key, and that was it.
Bill of sale templates to copy
Fill in every bracket, make two copies, and both sign. Keep one each. For vehicles and trailers, also use your state DMV’s own form if it has one.
General bill of sale (any item)
Works for most used equipment, tools and furniture sold between a business and a buyer.
BILL OF SALE
Date: [Saturday, November 14, 2026]
Seller: [Business or person name], [address], [phone]
Buyer: [Name], [address], [phone]
Item sold: [Description — make, model, year, color]
Serial / ID number: [ ]
Condition notes: [e.g., works; scratch on left panel; new belt in 2025]
Price: $[1,200.00]
Payment method: [cash / cashier’s check / bank transfer]
Payment received in full on: [date]
The seller states that they own the item, have the right to sell it, and that it is free of any loans, liens or claims except: [none].
The item is sold AS IS, with no warranty of condition, except as written here: [none].
Seller signature: ____________ Printed name: ____________
Buyer signature: ____________ Printed name: ____________
Vehicle bill of sale (work truck or van)
Add the VIN, odometer reading and title details. Most states still need the signed title too; the bill of sale doesn’t replace it.
VEHICLE BILL OF SALE
Date of sale: [Monday, November 16, 2026]
Seller: [Business name / owner name], [address]
Buyer: [Name], [address], [driver’s license # optional]
Vehicle: [2017] [Ford] [Transit 250], color [white]
VIN: [17 characters]
Title number: [ ] State: [ ]
Odometer reading: [148,320] miles
[ ] This is the actual mileage, to the best of my knowledge.
[ ] The mileage exceeds the mechanical limits.
[ ] The odometer reading is NOT the actual mileage.
Sale price: $[11,500.00] Paid by: [cashier’s check #____]
Included: [ladder rack, shelving, 2 keys]. Not included: [company graphics removed, toolboxes].
The vehicle is sold AS IS. The seller states the vehicle is free of liens except: [none]. The title will be signed over to the buyer at the time of payment.
Seller: ____________ Date: ______
Buyer: ____________ Date: ______
Trailer bill of sale
Many trailers have a title; small utility trailers in some states don’t, and the bill of sale is what the buyer registers with.
TRAILER BILL OF SALE
Date: [Saturday, November 21, 2026]
Seller: [ ] Buyer: [ ]
Trailer: [2019] [Carry-On] [6x12 enclosed cargo]
VIN / serial: [ ]
Titled: [yes, title # ___ / no, not titled in (state)]
GVWR: [2,990 lbs] Plate: [removed by seller]
Price: $[3,400.00], paid in full by [cash] on [date].
Included: [spare tire, E-track, hitch lock and key].
Sold AS IS. Seller states they are the owner and the trailer is free of liens.
Seller signature: ________ Buyer signature: ________
Equipment bill of sale with as-is clause
For mowers, pressure washers, floor machines, salon chairs and similar.
EQUIPMENT BILL OF SALE
Seller: [Green Edge Lawn Care LLC]
Buyer: [ ]
Date: [Wednesday, November 18, 2026]
Equipment: [Exmark Lazer Z 60" zero-turn mower], serial [ ], hours [1,210]
Price: $[5,800.00]
AS-IS SALE: The buyer has inspected the equipment [and test-ran it on ___]. The buyer accepts it in its current condition, with all faults, whether or not visible. The seller makes no warranty, written or implied, including any warranty of merchantability or fitness for a particular purpose.
The seller states it owns the equipment and that it is not subject to any loan, lease or lien.
Seller: ____________ Buyer: ____________
Bill of sale with payment plan
When the buyer pays over time. Say who keeps the item and title until the last payment.
BILL OF SALE — INSTALLMENT PAYMENTS
Seller: [ ] Buyer: [ ]
Item: [2014 Hustler Super Z mower, serial ___]
Total price: $[4,000.00]
Down payment: $[1,000.00] paid on [Monday, November 2, 2026]
Balance: $[3,000.00], paid in [6] monthly payments of $[500.00], due on the [1st] of each month starting [Tuesday, December 1, 2026].
Ownership: Title and ownership stay with the seller until the final payment is received. [The buyer may take possession on ___.]
Missed payment: If a payment is more than [15] days late, the seller may [request return of the item / keep payments made as rent], as allowed by law.
Once paid in full, the seller will sign a paid-in-full receipt and transfer any title within [7] days.
Seller: ________ Buyer: ________
Business assets bill of sale (selling a route or small business)
For selling equipment, supplies and a customer list together. A full business sale usually also needs a purchase agreement; this lists what changed hands.
BILL OF SALE — BUSINESS ASSETS
Date: [Monday, November 30, 2026]
Seller: [Bright Pool Service, sole proprietor (owner name)]
Buyer: [ ]
Under the Asset Purchase Agreement dated [Nov 9, 2026], the seller transfers to the buyer the following assets:
1. Equipment: [list on Schedule A, with serial numbers]
2. Inventory/supplies: [chemicals, test kits, parts, as counted on ___]
3. Customer list and service route: [52 weekly residential accounts, Schedule B]
4. Phone number, website domain and business name: [yes/no]
Purchase price: $[ ] allocated as: equipment $[ ], inventory $[ ], goodwill/customer list $[ ], non-compete $[ ].
Excluded: [cash, accounts receivable before closing, the seller’s truck].
The seller states the assets are free of liens and debts except: [none].
Seller: ________ Buyer: ________
Simple bill of sale for a tools lot
Quick one-pager for a box of tools or a bundle of used gear.
BILL OF SALE
On [Saturday, December 5, 2026], [seller name] sold to [buyer name] the following for $[650.00], paid in [cash]:
- [Milwaukee M18 drill and impact set, 2 batteries]
- [DeWalt 10" table saw, model ___]
- [2 extension ladders, 24 ft and 16 ft]
- [Shop vac, 12 gal]
Sold as is. The seller owns these items and has the right to sell them.
Seller: ________ Buyer: ________
Bill of sale for a trade-in toward service
When a client trades an item as partial payment for your work.
BILL OF SALE / TRADE-IN
Date: [Friday, November 20, 2026]
Transferor (client): [ ]
Recipient (business): [ ]
Item: [used 2018 riding mower, model ___, serial ___]
Agreed trade value: $[800.00], credited against Invoice #[1042] for [fall cleanup and aeration].
Invoice total: $[1,450.00]. Trade credit: −$[800.00]. Balance due: $[650.00].
The client states they own the item and it is free of loans or liens. Sold as is.
Client: ________ Business: ________
Clauses to add or adjust
Wording you can drop into any of the templates above.
As-is, no warranty
Plain version most private and business sellers use for used items.
The item is sold “as is” and “with all faults.” The seller gives no warranty of any kind, written or implied, about its condition, performance or fitness for any purpose. The buyer has had the chance to inspect it and accepts it in its current condition.
Limited warranty instead of as-is
If you want to stand behind a recently serviced item for a short time.
The seller warrants that the [engine and transmission] will operate normally for [30] days from the date of sale. If either fails in that time from normal use, the seller will [repair it or refund $___] at the seller’s choice. This warranty does not cover damage from misuse, accidents or lack of maintenance. All other parts are sold as is.
Ownership and liens (warranty of title)
The seller promises they actually own what they’re selling.
The seller states that they are the legal owner of the item, that they have the right to sell it, and that it is free of any loans, liens, leases or claims by anyone else. The seller will defend the buyer against any such claim that arises from before the date of sale.
Odometer disclosure
Federal law requires a mileage statement when ownership of many vehicles changes. It usually goes on the title; add it here too.
Odometer statement: I state that the odometer now reads [148,320] miles and, to the best of my knowledge, reflects the actual mileage of the vehicle described, unless one of the following is checked:
[ ] Exceeds mechanical limits [ ] Not the actual mileage — WARNING, odometer discrepancy
Seller signature: ________ Buyer signature: ________
Payment and delivery
Avoid the “I’ll pick it up next week” confusion.
The buyer will pay $[ ] by [cashier’s check / bank transfer] on [date]. The seller will hand over the item[, keys and signed title] only after the payment has cleared. The buyer will pick up the item by [date] at [address] and is responsible for loading and transport. After that date, the seller may charge $[ ] per day for storage.
Deposit to hold
For buyers who want time to arrange payment or a trailer.
The buyer paid a deposit of $[200.00] on [Monday, November 9, 2026] to hold the item until [Saturday, November 14, 2026]. The deposit will be applied to the price. If the buyer does not complete the purchase by that date, the deposit [is refundable / is non-refundable] and the seller may sell the item to someone else.
Sales tax and registration
Who pays what after the sale.
The buyer is responsible for any sales or use tax, title, registration and transfer fees due on this purchase. The seller will remove their license plates and file any notice of sale or release of liability required by the state.
Notary block (if your state or buyer requires it)
Some states require notarized bills of sale or title forms for vehicles or boats.
State of [ ]
County of [ ]
On [date], before me, [notary name], personally appeared [seller name] and [buyer name], who proved to me on the basis of satisfactory evidence to be the persons whose names are signed above, and acknowledged that they signed it.
Notary signature: ________ My commission expires: ______
Examples by item and business
Filled-in descriptions and notes. The description is where most disputes start, so be specific.
Landscaping: zero-turn mower
Hours and service history matter more than age.
Item: 2020 Scag Turf Tiger II 61", serial ______, 1,480 hours.
Condition: new blades and deck belt (Oct 2026); slight hydraulic seep on right wheel motor, disclosed to buyer.
Included: owner’s manual, 2 keys, mulch kit.
Price: $7,200, cash. Sold as is.
Cleaning company: carpet extractor
List accessories; buyers assume everything in the photos is included.
Item: Sapphire Scientific 370SS truck-mount, serial ______, 2,950 hours.
Included: 150 ft vacuum hose, 200 ft solution hose, wand, upholstery tool, hose reel.
Not included: the Chevy Express van it’s mounted in (sold separately).
Price: $9,500 by cashier’s check. Sold as is.
Pool service: route truck
Remove graphics and the company phone from the dash mount before you hand it over.
Vehicle: 2016 Toyota Tacoma, VIN ______, 162,400 miles.
Included: utility bed, chemical storage rack.
Removed by seller: magnetic door signs, GPS tracker, toll transponder.
Price: $14,800. Buyer pays title and registration. Sold as is.
Salon or barbershop: styling chairs
Selling furniture when you remodel or close.
Items: 4 hydraulic styling chairs, black vinyl, model ______; 2 shampoo bowl units with chairs.
Condition: all hydraulics work; one chair has a 2" tear on the back, shown to buyer.
Price: $1,600 for the lot. Buyer removes the shampoo units by Saturday, Nov 21, 2026; plumbing disconnect by seller’s plumber before then.
Pressure washing: trailer rig
Separate the trailer from the equipment on it, with values for each, if the buyer will register the trailer.
Items and values:
- 2018 7x14 tandem trailer, VIN ______: $3,000
- 2 × 4 GPM hot-water pressure washers, serials ______: $3,600
- 525-gallon water tank and hose reels: $900
Total: $7,500. Sold as is. Seller removes signage.
Handyman or contractor: used tools to an employee
Selling to someone you know still needs a written record.
Items: Hilti TE 30 rotary hammer (serial ______), Makita track saw with 2 rails, 6 ft fiberglass stepladder.
Price: $700, paid by payroll deduction of $100 per paycheck over 7 pay periods starting Fri Nov 13, 2026, with the employee’s written consent [check your state’s rules on payroll deductions].
Ownership transfers when paid in full.
Pet grooming: mobile grooming van
Note any equipment that is leased, not owned. You can’t sell what you don’t own.
Vehicle: 2015 Ford Transit 250 grooming conversion, VIN ______, 121,000 miles.
Included: tub, table, dryer, 6 kW generator, water tanks.
Not included (leased from ___, will be returned): clipper vac system.
Price: $32,000 by bank transfer. Title signed over when the transfer clears.
Office: computer and POS equipment
Wipe the data first and say so.
Items: Dell laptop (serial ______), Square register with stand and card reader, receipt printer.
The seller has wiped all business and customer data, signed out of all accounts, and reset each device to factory settings.
Price: $450. Sold as is.
Messages around the sale
Texts and emails for listing replies, payment and the handoff.
Reply to a buyer asking if it’s available
Short, with the facts that weed out tire-kickers.
Hi! Yes, the [mower] is still available. It has [1,480 hours], new blades in October, and I have the service records. Price is $[7,200]. I can show it [weekday evenings after 5 or Saturday morning] at our shop in [area]. Payment by cash or cashier’s check at pickup.
Setting up a viewing
Meet at your shop or a public place, never alone at night.
Great. Let’s do [Saturday, Nov 14, at 10:00 am] at [shop address]. You’re welcome to test-run it. If you decide to buy, bring [cash or a cashier’s check made out to ___] and a trailer; I’ll have the bill of sale ready to sign.
Sending the bill of sale ahead
Lets the buyer read it before they drive over.
Here’s the bill of sale we’ll both sign at pickup. Please check the description and price. It’s sold as is, which is normal for used equipment. If anything looks wrong, tell me before Saturday and I’ll fix it.
Deposit received
Confirm what the deposit holds and until when.
Got your $[200] deposit, thank you. The [trailer] is on hold for you until [Saturday, Nov 14, at noon]. The balance is $[3,200]. I’ll take it off the listing now.
Payment received, here’s your copy
Send a photo or PDF of the signed bill of sale the same day.
Thanks again. Payment of $[11,500] received in full. Attached is a copy of the signed bill of sale and a photo of the signed title. You’ll need both at the DMV. Keys and the spare are in the glovebox.
Reminder to title the vehicle
Until the buyer registers, some states may still connect you to the vehicle.
Hi [Name], just a reminder to transfer the title and registration for the [Transit] into your name. I’ve filed my notice of sale with the state on my end. Let me know if the DMV needs anything else from me.
Declining a payment method
Protect yourself from overpayment and fake-check scams.
Thanks for the offer. I can only accept cash, a cashier’s check I can verify with the issuing bank, or a bank transfer that has fully cleared before pickup. I can’t take personal checks, payment apps for a purchase this size, or anything over the price with a refund of the difference.
Buyer asks for a warranty after the sale
Kind but clear that the deal was as is.
I’m sorry it’s giving you trouble. As we wrote in the bill of sale, the mower was sold as is and you were able to test it before buying. What I can do is send you the service records and the name of the shop that worked on it. They know that machine well.
After the sale: records and checklists
What to do the same week so the sale doesn’t come back to bite you.
Seller checklist for a vehicle or trailer
Run through this before the buyer drives away.
[ ] Payment cleared (not just “sent”)
[ ] Title signed in the right spots, odometer section filled in
[ ] Bill of sale signed, two copies
[ ] Plates removed (if your state keeps plates with the seller)
[ ] Notice of sale / release of liability filed with the DMV (deadline in some states is just a few days)
[ ] Toll tag, GPS tracker and fuel card removed
[ ] Insurance policy updated or cancelled
[ ] Company graphics and phone number removed
Buyer checklist
Useful if you’re the one buying used equipment for your business.
[ ] Check for liens: ask for the title and, for vehicles, run the VIN
[ ] Serial number on the item matches the bill of sale
[ ] Seller’s ID matches the name on the title
[ ] Test-run it, check hours
[ ] Get the signed bill of sale and title before paying in full
[ ] Register, insure and add to your equipment list within the week
Equipment sale log for your books
Keep one line per asset sold. Your bookkeeper will ask for it at tax time.
Date sold | Item | Serial/VIN | Buyer | Price | How paid | Original cost | Year bought
11/14/2026 | Scag 61" mower | ____ | J. Ortiz | $7,200 | cash | $11,900 | 2020
11/16/2026 | 2017 Transit 250 | ____ | R. Lee | $11,500 | cashier’s check | $31,400 | 2018
Note to your bookkeeper
Selling business equipment can create taxable gain if it was depreciated.
Hi [Name], we sold two business assets this month: the 2020 Scag mower for $7,200 (bought 2020 for $11,900) and the 2017 Transit for $11,500 (bought 2018 for $31,400). Signed bills of sale attached. Both were on the depreciation schedule. Can you record the sales and tell me if there’s any gain to plan for this year?
Removing the item from insurance and your equipment list
Don’t keep paying to insure something you sold.
Hi [agent], please remove the following from our policy effective [Monday, Nov 16, 2026]: 2017 Ford Transit 250, VIN ______. It was sold that day; bill of sale attached. Please confirm the change and any refund of premium.
If the buyer’s payment bounces
Act fast and stay factual.
Hi [Name], the cashier’s check #[____] for the [trailer] was returned by my bank today as [counterfeit / not valid]. Please contact me today to arrange payment by bank transfer. If I don’t hear from you by [date], I will report the trailer and the check to [police department] and the DMV.
Storing your copy
Keep the signed copy at least as long as you keep tax records.
File: Sales of equipment / 2026
- Signed bill of sale (scan + paper)
- Photo of signed title (front and back)
- Copy of payment (deposit slip or transfer confirmation)
- DMV notice of sale confirmation
- Listing ad and messages with the buyer
Lost bill of sale: request a replacement
When a buyer (or you) needs a new copy months later.
Hi [Name], this is [seller] from [business]. I sold you the [2018 trailer] on [Nov 21, 2026]. The DMV is asking me for a copy of the bill of sale and mine is damaged. Could you send me a photo of your signed copy? If it’s easier, I can draft a new one with the same details for both of us to sign and mark it “replacement copy.”
Common questions
Does a bill of sale need to be notarized? Usually not, but some states require notarization for certain vehicle or boat transfers, and some buyers ask for it. Check your state DMV’s site.
Is a handwritten bill of sale valid? Generally yes, if it has the key details and both signatures. Typed is easier to read and copy.
Do I still need to sign the title? Yes, for titled vehicles and trailers. The bill of sale supports the title transfer; in most states it doesn’t replace it.
What does “as is” protect me from? It generally means you aren’t promising the item works. It does not protect you if you lied about the item or hid a known problem you were asked about. Disclose what you know.
Do I owe tax when I sell business equipment? Possibly. If the item was depreciated, selling it for more than its remaining book value can create a taxable gain. Give the bill of sale to your bookkeeper or tax preparer.
Who keeps the original? Make two signed originals, one for each side, or sign one and give the other person a clear copy the same day.
How to use this template
Pick the template that matches the item, fill in a specific description with serial numbers, and write down any known problems. Send it to the buyer before the meeting so there are no surprises. At the handoff, confirm payment has cleared, both sign two copies, and (for vehicles) sign the title. Then work through the after-sale checklist: DMV notice, insurance, books. If the buyer is paying over time, pair it with a payment plan agreement and give a receipt for each payment.
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