Field notes
Sales7 min read
Bill of sale guide (template included)
What to include, when to use it, and a clean template for high-ticket items, equipment, and Marketplace deals.
A bill of sale is the receipt that proves a transaction actually happened. For higher-ticket private sales — vehicles, equipment, tools, electronics — it's the difference between "we both remember what happened" and "this is a clean record I can show my CPA, my insurance, or a court if it ever comes to that."
What to include
- Date of sale
- Buyer + seller — full legal name, address, phone, email
- Item description — make, model, year, serial/VIN, condition
- Purchase price in numerals and words
- Payment method — cash, check, ACH, Stripe, etc.
- "Sold as-is" language — unless you're including a warranty
- Signatures + dates from both parties
When to use it
- Selling a vehicle, motorcycle, trailer, or boat
- Private sale of equipment, tools, or appliances
- Marketplace deals over $300
- Any deal where the buyer might want documentation for insurance or registration
Bill of sale template (copy/paste)
BILL OF SALE Date: _____________________________ SELLER Name: _____________________________ Address: __________________________ Phone: ____________________________ Email: ____________________________ BUYER Name: _____________________________ Address: __________________________ Phone: ____________________________ Email: ____________________________ ITEM SOLD Description: ______________________ Make / Model: _____________________ Year: _____________________________ Serial / VIN: _____________________ Condition: ________________________ PURCHASE PRICE Amount (numerals): $______________ Amount (words): ___________________ Payment method: ___________________ The seller hereby transfers ownership of the item described above to the buyer on an "as-is, where-is" basis with no warranty, expressed or implied, except as noted below: Notes / warranty: ________________________________________ By signing below, both parties acknowledge the transaction described above has occurred. Seller signature: ______________ Date: __________ Buyer signature: _______________ Date: __________
Pro tips
- Keep a digital copy. Take a clear photo of the signed bill of sale before the buyer leaves.
- If you accept cash, include a line that says "cash received in full at signing."
- For vehicles, check your state's DMV — many require a specific bill-of-sale form for title transfer.
- If the buyer asks you to sign before they pay, don't.
Related
Note: Practical guide only — not legal advice. State-specific rules may apply.