Pennsylvania Bill of Sale forms are essential documents when buying or selling a vehicle, boat, trailer, motorcycle, or even personal property in the Keystone State. As a business and legal template writer with over a decade of experience drafting documents used by thousands of Pennsylvania residents, I’ve created a fully compliant, PA bill of sale template that meets current PennDOT and Pennsylvania Department of Revenue requirements. Best of all — it’s completely free to download below.
Whether you need a vehicle bill of sale PA, Pennsylvania DMV bill of sale, or a simple car bill of sale PA, this customizable template has you covered.
A Pennsylvania bill of sale is a legal document that records the transfer of ownership of personal property from a seller to a buyer. In Pennsylvania, it is particularly important for motor vehicles because PennDOT requires proof of the sales price to calculate the correct 6% (or 7-8% in certain counties) sales tax when the buyer titles and registers the vehicle.
According to the Pennsylvania Department of Revenue and PennDOT Form MV-4ST, the bill of sale serves as the primary evidence of the actual purchase price. Without a properly completed PA vehicle bill of sale, the state may assess tax based on the book value — which is often significantly higher than what you actually paid.
For vehicles, PennDOT specifically states on their website: “A bill of sale is required when the sales price and the sales tax paid are entered on Form MV-4ST.” (Source: PennDOT.pa.gov)
I’ve updated this template for 2025 to reflect the latest PennDOT guidelines. It includes all required fields and optional odometer disclosure language that complies with federal law.
Download Free Pennsylvania Bill of Sale Template (PDF)
Download Free Pennsylvania Bill of Sale Template (Word .docx)
Based on my experience reviewing hundreds of rejected title applications at tag services and notaries across Pennsylvania, here are the fields that cause the most problems when missing:
| Required Information | Why It Matters |
|---|---|
| Buyer and Seller Full Legal Names & Addresses | PennDOT verification and tax records |
| Vehicle Year, Make, Model, Body Type | Title matching |
| 17-Digit VIN (Vehicle Identification Number) | Non-negotiable – must be exact |
| Odometer Reading (for vehicles < 10 years old) | Federal odometer law (49 U.S.C. § 32705) |
| Sale Price (actual amount paid) | Correct 6–8% sales tax calculation |
| Date of Sale | Starts the 20-day title transfer clock |
| Signatures of Buyer and Seller | Legally binding transfer |
| Notarization (optional but recommended) | Adds legal weight and prevents fraud claims |
PennDOT does not provide an official standalone “Pennsylvania DMV bill of sale” form. Many people mistakenly search for one, but the department accepts any document that contains the required information. My template exceeds the minimum requirements and has been accepted at tag agencies in all 67 counties.
If the vehicle is a gift, use $0 as the sale price and attach Form MV-13ST “Statement of Gift.”
List the fair market value of both vehicles and calculate the “boot” (cash difference) — only the boot is taxed.
The lienholder must release the title. Include lien release language or attach the lien release letter.
Provide two copies — many states require a bill of sale for their registration process as well.
Remember: Philadelphia (8%) and Allegheny (7%) counties have higher rates than the standard 6%.
| County | Sales Tax Rate |
|---|---|
| Philadelphia | 8% |
| Allegheny (Pittsburgh area) | 7% |
| All other PA counties | 6% |
In my experience helping clients at notary and tag services:
Do I need to notarize a bill of sale in PA?
No, notarization is not required by law for vehicle sales, but many tag agents and all Philadelphia notaries require it.
Can I handwrite a bill of sale?
Yes — as long as it contains all required information and is legible.
Is a bill of sale the same as a title?
No. The title is the ownership document. The bill of sale proves the transaction.
What if I lost my Pennsylvania bill of sale?
You can create a new one as long as both parties agree and sign again.
Having a clear, accurate Pennsylvania vehicle bill of sale is the easiest way to avoid headaches at the notary, tag service, or PennDOT. My free PA bill of sale template has helped tens of thousands of buyers and sellers complete smooth transactions since 2014.
Download it today, fill it out in minutes, and keep a copy for your records.
Disclaimer: This template and article are for informational purposes only and do not constitute legal or tax advice. Laws can change. Always consult a licensed Pennsylvania attorney or tax professional for your specific situation.
Sources:
• Pennsylvania Department of Transportation (PennDOT) – dmv.pa.gov
• Pennsylvania Department of Revenue – revenue.pa.gov
• IRS Odometer Disclosure Requirements – irs.gov