What to Include in a Bill of Sale
What to Include in a Bill of Sale
Selling a piece of equipment, a laptop, some furniture, or any used item? A bill of sale is your proof the deal happened — who bought what, for how much, and on what terms. Here's exactly what to put in one, and a ready-to-fill template if you'd rather not start from a blank page.
A bill of sale is a simple document that records the sale of an item from one person or business to another. It's the paper trail that protects both sides: the buyer gets proof they legitimately own the item, and the seller gets proof they no longer do — and, just as importantly, that the item was sold "as-is" with no strings attached.
You don't need a lawyer or fancy language to write one. You just need to cover the right details so there's no argument later about the price, the condition, or who owns what. This guide walks through every part in plain English, whether you're a private individual selling a couch or a small business offloading equipment.
The short version: Name the buyer and seller → describe the item precisely → state the price and how it was paid → add the date and an as-is clause → note any warranties (or that there are none) → both parties sign. That's a complete, usable bill of sale.
What a bill of sale must include
Whether you write it yourself or use a template, a valid bill of sale should answer every "who, what, and how much" question up front. At minimum, cover these items:
- Buyer and seller details. The full legal names and current addresses of both parties, plus contact info.
- A clear description of the item. What's being sold — make, model, color, condition, and any serial number or VIN if it has one.
- The sale price and payment method. The exact amount, and how it was paid (cash, check, transfer) or is being paid.
- The date of sale. The day ownership actually changes hands.
- An "as-is" condition clause. A line stating the item is sold in its present condition, with no promise of future performance.
- Warranties — or a statement of none. Either the specific promises you're making, or clear wording that the sale carries no warranty.
- Signatures of both parties. Buyer and seller sign and date; a witness line is optional but helpful.
- A notarization line (if needed). Most sales don't require it, but a space for a notary adds proof for higher-value items.
Writing each part, step by step
1. Describe the item precisely
Vague descriptions cause disputes. Instead of "a desk," write it out: one solid-oak writing desk, 48 inches wide, walnut finish, one drawer, minor scratch on the right leg. For anything with a unique identifier — electronics, appliances, machinery, a boat, a trailer — record the serial number or VIN. The more specific you are, the harder it is for either side to claim the item wasn't what they agreed on.
2. State the price and payment clearly
Write the exact sale price in numbers, and note how payment was made — cash, check number, or transfer. If money changed hands in full at signing, say so ("paid in full on the date below"). If it's a partial payment or installments, spell out the schedule so there's no confusion about what's still owed.
3. Use an as-is clause to limit your liability
For most private sales, you want to sell the item as-is — meaning the buyer accepts it in its current condition and you're not responsible if it breaks next week. A single sentence does the job: "The item is sold as-is, in its present condition, with no warranties expressed or implied." If you are making a promise (say, "the engine runs"), state exactly that and nothing more.
4. Get signatures — and a witness or notary if it matters
The signatures of the buyer and seller, each next to the date, are what make the document real. For everyday items that's usually enough. For higher-value property, adding a witness or having the document notarized gives you stronger proof the signatures are genuine — a small step that's worth it when the dollar amount is large.
Skip the blank page. Our editable Bill of Sale template already includes every field above — type your details straight into the PDF, print or send it digitally, and reuse it for the next sale. It's part of a full Small Business Legal & Transaction Forms Bundle if you also want invoices, receipts, and agreements. Selling a car specifically? Use the dedicated vehicle bill of sale, which adds odometer and title-transfer fields.
Bill of sale vs. a receipt vs. a title
These three get mixed up, but they do different jobs. A receipt simply confirms that money was paid — it's proof of payment, nothing more. A bill of sale goes further: it records the full terms of the transaction, including the item's description, the as-is condition, and both signatures, which makes it far stronger evidence if a dispute ever arises. A title is different again — it's an official government-issued document that proves legal ownership of certain assets, mainly vehicles. For a car you typically need both: the signed title actually transfers ownership, while the bill of sale documents the price and terms of the deal.
A quick word on legality
A well-built template covers the vast majority of personal-property sales, and in most cases a bill of sale doesn't need to be notarized to be valid. Still, this is general information, not legal advice. Rules for notarization and title transfer vary by state, especially for vehicles, trailers, and firearms. If you're selling something high-value or regulated, check your state's requirements or have a local attorney review your template once so you can reuse it with confidence.
Get the fillable Bill of Sale
Every field in this guide, as an editable PDF you can fill in and reuse for every sale. Instant download, print-ready in US Letter and A4.
Get the template on Etsy →Disclaimer: EsthiDocs provides customizable business templates for general informational purposes only. This article and our templates are not legal advice and do not create an attorney–client relationship. Laws vary by state and locality — consult a licensed attorney for advice on your specific situation.
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