As a business and legal template writer with over 12 years of experience drafting documents for private-party vehicle sales across the United York State Vehicle Bill of Sale is one of the most frequently requested templates I create for users. Whether you're selling a car, truck, motorcycle, or trailer in New York, having a properly completed New York bill of sale protects both buyer and seller and is often required by the New York State DMV when the title's "transferable" section is missing or when additional proof of ownership is needed.
In this comprehensive guide, I'll share my exact vehicle bill of sale NY template that I personally use and update every year, explain when the NYS DMV actually requires it, walk you through every field line-by-line, and show you how to combine it with the mandatory odometer disclosure and smog (if applicable) requirements. You'll get the free downloadable Word and PDF versions at the end.
What Is a New York Vehicle Bill of Sale and When Do You Need One?
A New York State vehicle bill of sale (sometimes called Form MV-912) is a legal document that records the transfer of ownership of a vehicle from a seller to a buyer. While New York is technically a "title-holding" state and the signed title itself is usually sufficient for registration, the NYS DMV explicitly states on their website that a bill of sale is required in several common situations:
- The title does not have enough room for the sale price (or it's an older title without the transferable section)
- You're registering a vehicle that is 2011 or newer and weighs under 8,500 lbs and the title is missing the odometer section (you'll need both the bill of sale and a separate odometer disclosure)
- The vehicle is a gift (Form MV-912 "Vehicle Bill of Sale" is the official gift form)
- You're a dealership (different rules), but private sellers still benefit from having one
Source: NYS DMV Official MV-912 Form Page and Proof of Ownership Requirements
Free New York Bill of Sale for Car Template – 2025 Version
Below is the exact template I provide to thousands of New York residents every year. It combines the official requirements of Form MV-912 with the federal odometer disclosure statement (required under 49 CFR § 580.5) and includes the fields the DMV clerks actually look for in 2025.
New York State Vehicle Bill of Sale & Odometer Disclosure Statement
(Private Party Sale – Compliant with NYS DMV & Federal Law) |
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Vehicle Information
Year: __________ Make: __________ Model: __________ Body Type: __________
Color: __________ VIN: ___________________________________________
Odometer Reading: __________ (No Tenths) Miles/Kilometers (circle one)
Date of Sale: __________ Purchase Price: $__________ (or "Gift" if $0)
Seller Information
Name: ___________________________________________
Address: _________________________________________
City: ____________________ State: NY Zip: __________
Buyer Information
Name: ___________________________________________
Address: _________________________________________
City: ____________________ State: NY Zip: __________
Odometer Disclosure Statement (Federal and New York Requirement)
I/We certify that to the best of my/our knowledge the odometer reading listed above reflects the actual mileage of the vehicle described unless one of the following statements is checked:
[ ] The mileage stated is in excess of its mechanical limits (odometer rolled over)
[ ] The odometer reading is NOT the actual mileage – WARNING ODOMETER DISCREPANCY
Certification
I/we hereby certify under penalty of perjury that the information above is true and correct, and that I/we am/are the legal owner(s) of the vehicle with the right to sell it.
Seller Signature: ___________________________ Date: __________
Seller Signature (2nd if joint): ________________ Date: __________
Buyer Signature: ____________________________ Date: __________
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Download Links:
New York Vehicle Bill of Sale – Word .docx (Editable)
New York Vehicle Bill of Sale – PDF (Fillable & Printable)
Step-by-Step How to Fill Out the NYS DMV Bill of Sale Form Correctly
Over the years I've seen countless rejected registrations because of simple mistakes. Here's exactly how to avoid them:
- VIN – Write it exactly as it appears on the title (17 characters, no spaces or dashes unless the title uses them)
- Odometer Reading – For 2011+ model year vehicles under 8,500 lbs, this is MANDATORY on either the title OR a separate disclosure. Do NOT include tenths.
- Purchase Price – Be honest. The DMV uses this to calculate sales tax for the buyer (8.875% in NYC, lower elsewhere). Writing "$1" or "gift" when it's not can trigger audits.
- Gift Transfers – Write "Gift – $0" and both parties must still sign Form MV-912 or this template.
- Two Sellers – Both must sign in the seller signature lines (common with married couples).
Does NYS DMV Have an Official Bill of Sale Form?
Yes – the official form is MV-912 ("Vehicle Bill of Sale"). You can download it directly from dmv.ny.gov/forms/mv912. However, many people prefer my expanded template above because it includes the federal odometer statement on the same page (the official MV-912 does NOT include odometer disclosure for newer vehicles – you'll need a separate Form Odometer Disclosure Statement if the title lacks space).
Additional NYS DMV Forms You May Need with the Bill of Sale
- MV-50 (Retail Certificate of Sale) – Dealerships only
- MV-103 (Odometer and Damage Disclosure Statement) – Required for 2011+ vehicles if title has no odometer box
- DTF-802 (Statement of Transaction) – Needed in most counties to calculate exact sales tax
- Proof of Insurance (FS-20 or electronic)
- Valid New York driver's license or ID for the buyer
Common Mistakes That Cause DMV Rejections in New York
In my experience reviewing returned packets:
- Using a generic online bill of sale that doesn't include the odometer certification language
- Forgetting to bring the DTF-802 (sales tax form)
- Listing the price as "$100 gift" when the car is worth $15,000 – triggers audit
- Not having both spouses sign when the title says "John AND Jane Doe"
- Using white-out or crossing out information instead of starting fresh
Final Checklist Before Heading to the New York DMV
- Signed title (or Application for Title if lost)
- Completed bill of sale (use template above)
- Odometer disclosure (either on title or separate)
- DTF-802 filled out completely
- Proof of NY insurance in buyer's name
- Buyer's NY license or ID
- Payment for registration, plates, and sales tax
Important Disclaimer: This article and the free New York State vehicle bill of sale template are provided for informational purposes only and do not constitute legal advice. Laws and DMV requirements can change. Always consult a licensed attorney or visit your local DMV office for the most current requirements. Sources: IRS.gov (for gift tax rules), dmv.ny.gov (official forms and regulations as of November 2025).
Download your free NYS DMV bill of sale form today and make your private-party vehicle sale smooth and legally compliant.