Private-party equipment and vehicle bill of sale
Fill in the seller, buyer, machine and price, then print a clean copy to sign. Works for trucks, trailers and heavy equipment bought from a private seller.
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What a bill of sale is
A bill of sale is the written record that one party sold a specific item to another, for a stated price, on a stated date. It proves the buyer paid and now owns the item. It is not the same as a title: for a titled vehicle you usually need both.
When you need one
- Buying or selling a truck, trailer or machine directly from another person or business.
- Registering or titling the item. Many motor vehicle offices ask for one, along with the title.
- Getting a private-party purchase financed. A lender wants proof of the price and the parties.
- Your own records for taxes and depreciation.
What to include
- Full legal names and addresses of both parties. Use the company's name if a company is selling or buying.
- Year, make, model and the serial number or VIN, copied from the plate on the machine.
- Hours or miles on the day of the sale.
- The price, how it is being paid and the date.
- Whether it is sold as is, and whether any lien or loan is still on it.
- A payoff letter is the lienholder's written statement of the exact amount that pays off the loan and releases the lien.
What the form asks for
- The sale: Date of sale; State where the sale happens.
- Seller: Seller name; Street address; City; State; ZIP; Phone.
- Buyer: Buyer name; Street address; City; State; ZIP; Phone.
- What is being sold: Type; Year; Make; Model; Serial number or VIN; Meter reads in; Reading today; Is the reading the actual use?; Also included.
- Price and payment: Sale price; How the buyer pays; Describe the payment.
- Terms: Condition; What the seller promises; Liens or loans against it; Lienholder name.
The wording on the printed document
Price and payment. The Buyer pays the Seller ________ for the item, by ________. The Seller acknowledges receipt when payment clears.
Ownership. The Seller states that the Seller owns the item and has the right to sell it.
Liens. Tick one. Free of liens. The Seller states that the item is free of all liens, loans and claims. Has a lien. The item has a lien held by ________. A payoff letter is provided with this bill of sale, and the lien will be paid off and released at or before the sale.
As is. The Buyer has had the chance to inspect the item. It is sold AS IS, WHERE IS, with no warranty of any kind from the Seller, including any warranty of merchantability or fitness for a particular purpose, to the extent the law allows.
Seller's promise. The Seller promises the following about the item: ________. Apart from that promise, the Seller gives no other warranty, to the extent the law allows.
Whole agreement. This is the whole agreement between the Seller and the Buyer about this sale. Any change must be in writing and signed by both.
This is a general template, not legal advice. Check with an attorney for your situation.
Common questions
Is a bill of sale the same as a title?
No. A title is the state's record of who owns a vehicle. A bill of sale is the record of the sale. For a titled truck or trailer you normally sign over the title too. Heavy equipment often has no title, so the bill of sale and serial number carry more weight.
What does sold as is mean?
The buyer takes the item in its current condition, faults included, and the seller is not promising it will keep working. Some states limit as-is sales in certain cases, mostly consumer ones. Inspect before you buy. Our condition report is a good way to record what you found.
How do I check for a lien before buying?
Ask the seller directly, check the title for a lienholder, and search the UCC records at the secretary of state for the seller's name. A lien stays with the machine after a sale unless it is paid off, so get a payoff letter and a release if one exists.
Can I finance a private-party purchase?
Yes. Some lenders fund private-party deals and others do not. They usually want the bill of sale or a purchase agreement, photos, the serial number, and any lien payoff before they send money.
Do I need a bill of sale if there is a title?
It is still worth having. A title transfer usually does not record the price, the as-is terms or the lien statement. Your state may also require its own form, so check with its motor vehicle office.
Buying equipment and need financing? Apply here.
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