Bill of Sale Guide (What to Include + Simple Template)

A bill of sale is a simple document that proves a transaction happened. It helps buyers and sellers avoid misunderstandings later and creates a clean record for personal accounting or business bookkeeping.

Even if you’re not selling a vehicle, a bill of sale is useful anytime the item is expensive, has a serial number, or could be disputed later (tools, electronics, equipment, rentals, furniture, trailers, etc.).

What is a bill of sale?

A bill of sale is a dated statement that describes what was sold, the price, the condition, and who agreed to it. Think of it as a receipt + agreement in one.

When should you use a bill of sale?

Higher‑ticket items: anything you wouldn’t want to “handshake” without proof
Items with serial numbers: cameras, laptops, tools, machinery, game consoles
Vehicles/trailers: almost always
Business sales: when you need documentation for records or taxes
Rentals or deposits: when you need terms in writing

What to include (checklist)

If you only include one thing, include enough detail that a stranger could understand the transaction six months from now.

Buyer name and seller name
Date/time and location
Item description (brand/model, color, size, serial/VIN if applicable)
Condition statement (new/used/as‑is, known issues, missing parts)
Purchase price and payment method
What’s included (accessories, keys, chargers, spare parts)
Terms (no returns, deposits, delivery notes, etc.)
Signatures for both parties

Simple bill of sale template (copy/paste)

BILL OF SALE Date: ______________________ Time: ______________________ Location (City/State): _________________________________ Seller: Name: ______________________ Phone/Email (optional): ________________________________ Buyer: Name: ______________________ Phone/Email (optional): ________________________________ Item being sold: Description (brand/model): ______________________________ Serial/VIN (if applicable): _____________________________ Condition: _____________________________________________ Notes / known issues: __________________________________ Included accessories/parts: _____________________________ Purchase price: $____________________ Payment method: ______________________ Terms: ☐ Sold as-is (no warranties expressed or implied) Other terms: ___________________________________________ Seller signature: ______________________ Date: __________ Buyer signature: ______________________ Date: __________

Make it faster: generate a PDF with an audit trail

If you do Marketplace/P2P transactions often, the hard part isn’t knowing what to include. It’s actually getting the documentation done every time.

Create a clean bill of sale in Dealio

Dealio is built for P2P deals: both parties sign, checkout can be required to record payment, and you get a clean PDF + audit trail.

Open Dealio → Ask an AI agent

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