To write a receipt for a car sale, list the date, the buyer’s and seller’s full names and addresses, the vehicle’s year, make, model, and VIN, the odometer reading, the sale price, the payment method, and signatures from both parties. This document is commonly called a “bill of sale,” and most states use it interchangeably with a car sale receipt.
Whether you’re selling your car to a neighbor or buying one from a stranger off Craigslist, this receipt is your paper trail. It protects the seller from liability after the keys change hands and gives the buyer proof of purchase for registration and taxes. Below is exactly what to include, how to write it correctly, and where it’s legally required.
What is a Car Sale Receipt?
A car sale receipt and a bill of sale are the same document in almost every practical sense. Both record that a specific vehicle changed hands, for a specific price, on a specific date, between two named parties.
Some states even provide their own official form, such as New York’s Form MV-912, which covers the seller, buyer, vehicle description, price, terms, and signatures in one document. If your state doesn’t offer one, a receipt you write yourself is generally accepted as long as it contains the required details.
How to Write a Receipt for a Car Sale: 7 Steps
1. Start with the date and location
Write the exact date of the sale and the city/county and state where it took place. This matters for tax and title purposes in many states.
2. Add full buyer and seller details
Use legal names exactly as they appear on ID, not shortened versions, and include current addresses for both people.
3. Describe the vehicle precisely
Pull the year, make, model, and VIN directly off the title or dashboard/door-jamb sticker — don’t copy it from an old listing, since a single transposed digit can cause registration problems later.
4. Record the odometer reading
Write down the exact mileage showing on the dash at the time of the sale, not a rounded number.
5. State the sale price and payment terms
Note the agreed price, how it was paid, and whether any deposit or balance is still outstanding.
6. Note the vehicle’s condition
Most private sales are “as-is,” meaning the seller isn’t offering a warranty; state this clearly, along with any known mechanical issues, to avoid disputes later.
7. Get both signatures.
The receipt isn’t complete until both the buyer and seller sign and date it, and each party should keep a signed copy.
What to Include on a Car Sale Receipt
A complete car sale receipt needs three categories of information: vehicle details, party details, and sale terms.
Vehicle information:
- Year, make, model, and color
- Vehicle Identification Number (VIN)
- Odometer/mileage reading
- License plate number (if applicable)
Buyer and seller information:
- Full legal names (no nicknames)
- Current mailing addresses
- Phone numbers
Sale terms:
- Date of the transaction
- Sale price (or gift value, if applicable)
- Payment method (cash, cashier’s check, wire transfer, etc.)
- Condition of the vehicle, including “as-is” language or known issues
- Signatures from both buyer and seller
A simple table like this keeps you from missing anything:
| Section | What to Include |
|---|---|
| Vehicle | Year, make, model, VIN, odometer, plate number |
| Parties | Full names, addresses, phone numbers |
| Terms | Date, price, payment method, condition, signatures |
How to Write a Receipt for a Private Car Sale
To write a receipt for a private car sale, list the date, the buyer’s and seller’s full names and addresses, the vehicle’s year, make, model, and VIN, the odometer reading, and the agreed sale price.
Note the payment method, state whether the car is sold “as-is,” and describe any known issues, then have both parties sign and date the document. Make two copies so each person keeps a signed original for their records and for DMV registration or title transfer.
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