What has to be on a bill of sale?

The date, the item with enough detail to identify it, the agreed price, how it was paid, the condition and any known faults, and the names of both people. A signature or another clear acknowledgement from the buyer ties it together.

Does a bill of sale need to be witnessed or notarised?

For most everyday second-hand goods, no. Some vehicle and firearm transfers have their own local rules, so check what your registry asks for before you meet.

Is a digital bill of sale valid?

A written record is a written record whether it is on paper or a screen. What matters is that it is accurate, dated, and that both people clearly agreed to it at the time.

Who keeps the bill of sale?

Both of you should. With SaleSafe each side gets the same receipt number, and anyone can check it later on the verification page.

Bill of sale template for private sales

A bill of sale is simply a written record that an item changed hands: what it was, what condition it was in, what was paid, and that both people agreed. Here is what to put in one.

What to include

Date and place of the sale.
Seller and buyer names. Contact details are optional but helpful.
The item — make, model, size or anything else that identifies it. Add a serial number, IMEI or VIN when the item has one.
Condition and known faults, written plainly. This is the part that stops most arguments later.
What is included — charger, remote, case, spare keys, original box.
Price and payment method — cash, transfer or something else.
Sold as-is wording, if that is what you both agreed.
Buyer acknowledgement — a signature, or a confirmation they tap themselves.

Copy-and-paste wording

BILL OF SALE

Date: ______________________
Seller: ____________________
Buyer: _____________________

Item: ______________________
Identifier (serial / IMEI / VIN): ______________
Condition: _________________
Known faults: ______________
Included with the item: _____

Price: _____________  Paid by: ____________

The buyer has inspected the item and accepts it as-is in the
condition described above.

Seller signature: __________  Buyer signature: __________

Why photos matter more than wording

Most disputes after a private sale are about condition, not price. Photos taken at the moment of handover, attached to the same record the buyer confirmed, settle that quickly. A SaleSafe record keeps the photos, the description and the buyer's confirmation together and locks them once accepted.

Selling a car, motorbike or trailer? Use the vehicle bill of sale guide instead — it covers VIN, odometer and plate.

Make one in about two minutes

Fill in the item, add photos, show the buyer a QR code. They confirm on their own phone and you both get a receipt you can check later. Your first one is free.

Create your free record

Common questions

What has to be on a bill of sale?: The date, the item with enough detail to identify it, the agreed price, how it was paid, the condition and any known faults, and the names of both people. A signature or another clear acknowledgement from the buyer ties it together.
Does a bill of sale need to be witnessed or notarised?: For most everyday second-hand goods, no. Some vehicle and firearm transfers have their own local rules, so check what your registry asks for before you meet.
Is a digital bill of sale valid?: A written record is a written record whether it is on paper or a screen. What matters is that it is accurate, dated, and that both people clearly agreed to it at the time.
Who keeps the bill of sale?: Both of you should. With SaleSafe each side gets the same receipt number, and anyone can check it later on the verification page.

SaleSafe records what both people agreed they saw. It is not legal advice, escrow, insurance or proof of ownership. See the disclaimer.